Index Documents > Fields tab

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Fields Tab

All the data fields of the Document Type are displayed in the Fields pane. You can also add new data fields to the Document Type from this panel. You can also modify or delete existing data fields. The order of the fields can also be changed from here.

If you want to add a data field to a Document Type then select Settings > Document Type in the Navigation pane.
Double click an existing Document Type to open it. If you want to create a new Document Type then click the New button on the Home tab.
On the Document Type window click the Fields tab to add fields.

The Fields panel is divided into three sections, Field List pane, Field Properties pane and the Field Template pane.

Field List: The Field List pane displays the list of data fields. You can add or modify a data field from this pane. The Field List pane has three column, they are:

Field Name: Enter the name for the field in the Field Name box. The field name cannot be more than 25 characters long. You can use any combination of alphabets and numbers for the field name. Field names can also contain spaces, though a field name cannot begin or end with a space. The following characters are not allowed in a field name...

` - Accent Grave
! - Exclamation Mark
[ - Open Box Bracket
] - Close Box Bracket
| - Pipe
# - Hash

Please note that you cannot create data fields with the following names...
ID, File Icon, Document Title, File Name, Type, Version, Version Comment, Status, Position, Owner, Added On, Created By, Last Modified On, Last Modified by, Checked out by, Checked Out Date, In Workflow, Document Text, Tags.

Field Type: Select the type of data the field will hold from this drop-down.

The data field can be of the following types

Text Data Type:

Use the Text data type to enter text or combinations of text and numbers, as well as numbers that don't require calculations, such as phone numbers. You can use the Text data type to enter values such as Names, Telephone numbers etc. The Text data type has the following field properties...

Auto-generate values for this field

This option is only available for fields of the Text or Integer data type.

Check this option if you want values to be auto-generated for the field you are creating. If this option is checked, a new value will be auto-generated for this field every time you add a new document.

Options to control the format of the auto-generated values are available in the Auto Generate Options tab.

The following options are available in the Auto Generate Options tab.

Format
Enter the format using which Sohodox will auto-generate the value for this field. You must use the @ sign for alphabets and the # sign for numbers. For example if the format entered is Doc. No. @### then the values generated will be...
Doc. No. A001, Doc. No. A002,......., Doc. No. Z001,......., Doc. No.Z100,.......

Instead of typing in a format you can also select a format from the drop-down list

A number (0-9) will be generated for every # you enter and a alphabet (A-Z) will be generated for every @ you enter. Any other characters included in the format will appear in the generated value without change.

For example the format @/## will generate the following values...

A/01, A/02,......., Z/99,.......

To generate a simple list of numbers just enter a single # character as the format. This will generate values...

1,2,3,......., 9, 10, 11,.......

If you enter the format as ##, then the values generated will be...

11, 12, 13,......., 19, 20, 21,........

Similarly, if the format entered is @#, then the values generated will be...

A1, A2, A3,........, A9, B0, B1,.......

If you enter the format as @##, then the values generated will be...

A01, A02, A03,......., A09, A10, A11,......., A99, B01, B02,.......

Any new format you enter is automatically added to the drop-down list. To delete a format from the drop-down list, select the format and press the Delete key on your keyboard.

Start Value
The value you enter here will become the first value which is generated by Sohodox. For example if the format entered is # and Start Value entered is 5 then the values generated will be...

5, 6, 7, 8,.......

A valid start value must satisfy the following conditions...

1) It must have the same number of characters as the Format

2) All characters except the # and the @ character must be the same.

3) For every # character in the format a numeric character [0-9] must occur in the Start Value

4) For every @ character in the format an upper-case alphabet [A-Z] must occur in the Start Value.

For example...
Valid start values for the format Doc. No. @### would be Doc. No. A001, Doc. No. Y999

Increment
Enter a numeric value using which Sohodox will increment the auto-generated value every time a document is added. For example, if the increment value is 1, the values generated will be 1, 2, 3,....... 9, 10, 11,.......

If the increment value is entered as 100, the values generated will be...

1, 101, 201,.......,1001, 1101, 1201,.......

Minimum Length

Specify the minimum number of characters that can be entered in this field.

Maximum Length

Specify the maximum number of characters that can be entered in this field. By default you can enter upto 255 characters in the Text data type

Default Value

Specify a default value for this field. The value entered here becomes the default value for this field. You can change this value if required

Input Value

Specify whether the field can have an empty value or not from this drop-down.

Required	Select this option to mark the field as required. If this option is selected you will not be allowed to save the information until some value is entered for this field. The required data field will be displayed in red colored text.
Recommended	Select this option to mark the field as recommended. The recommended data field will be displayed in blue colored text.
Can be blank	Select this option if the field can be left empty.

Allow Duplicates

Specify whether a field value should be unique or whether it can have duplicate values.

Memo Data Type:

Use the Memo data type to enter lengthy text or combination of text and numbers. You can use the Memo data type to enter Address, Description, Comments etc. The Memo data type has the following field properties...

Minimum Length

Specify the minimum number of characters that can be entered in this field.

Maximum Length

Specify the maximum number of characters that can be entered in this field. By default you can enter upto 65536 characters in the Text data type

Default Value

Specify a default value for this field. The value entered here becomes the default value for this field. You can change this value if required.

Input Value

Specify whether the field can have an empty value or not from this drop-down.

Required	Select this option to mark the field as required. If this option is selected you will not be allowed to save the information until some value is entered for this field. The required data field will be displayed in red colored text.
Recommended	Select this option to mark the field as recommended. The recommended data field will be displayed in blue colored text.
Can be blank	Select this option if the field can be left empty.

Email Data Type:

Use the Email data type to enter email address. The e-mail address entered in this this field will turn into a hyperlink. The Email data type has the following field properties...

Default Value

Specify a default value for this field. The value entered here becomes the default value for this field. You can change this value if required.

Input Value

Specify whether the field can have an empty value or not from this drop-down.

Required	Select this option to mark the field as required. If this option is selected you will not be allowed to save the information until some value is entered for this field. The required data field will be displayed in red colored text.
Recommended	Select this option to mark the field as recommended. The recommended data field will be displayed in blue colored text.
Can be blank	Select this option if the field can be left empty.

Allow Duplicates

Specify whether a field value should be unique or whether it can have duplicate values.

URL Data Type:

Use the URL data type to enter type URL. The URL entered in this data type will turn into a hyperlink. The URL data type has the following field properties...

Default Value

Specify a default value for this field. The value entered here becomes the default value for this field. You can change this value if required.

Input Value

Specify whether the field can have an empty value or not from this drop-down.

Required	Select this option to mark the field as required. If this option is selected you will not be allowed to save the information until some value is entered for this field. The required data field will be displayed in red colored text.
Recommended	Select this option to mark the field as recommended. The recommended data field will be displayed in blue colored text.
Can be blank	Select this option if the field can be left empty.

Allow Duplicates

Specify whether a field value should be unique or whether it can have duplicate values.

Integer Data Type:

Use the Integer data type to enter numeric data that are used in mathematical calculations. You can use the Integer data type to enter Telephone numbers, Age, Invoice number, etc. The Integer data type has the following field properties...

Auto-generate values for this field

This option is only available for fields of the Text or Integer data type.

Options to control the format of the auto-generated values are available in the Auto Generate Options tab. The following options are available in the Auto Generate Options tab.

Minimum Length

Specify the minimum number of characters that can be entered in this field.

Maximum Length

Specify the maximum number of characters that can be entered in this field. By default you can enter upto 255 characters.

Default Value

Specify a default value for this field. The value entered here becomes the default value for this field. You can change this value if required.

Input Value

Specify whether the field can have an empty value or not from this drop-down.

Required	Select this option to mark the field as required. If this option is selected you will not be allowed to save the information until some value is entered for this field. The required data field will be displayed in red colored text.
Recommended	Select this option to mark the field as recommended. The recommended data field will be displayed in blue colored text.
Can be blank	Select this option if the field can be left empty.

Allow Duplicates

Specify whether a field value should be unique or whether it can have duplicate values.

Decimal Data Type:

Use the Decimal data type to enter decimal values. You can use the Decimal data type to enter values such as Weight, Height, Length, etc. The Decimal data type has the following field properties...

Decimal Places

Specify the place at which the decimal should be applied. For e.g. If the value is 2, then the decimal place will be 0.00

Minimum Length

Specify the minimum number of characters that can be entered in this field.

Maximum Length

Specify the maximum number of characters that can be entered in this field. By default you can enter upto 255 characters.

Default Value

Specify a default value for this field. The value entered here becomes the default value for this field. You can change this value if required.

Input Value

Specify whether the field can have an empty value or not from this drop-down.

Required	Select this option to mark the field as required. If this option is selected you will not be allowed to save the information until some value is entered for this field. The required data field will be displayed in red colored text.
Recommended	Select this option to mark the field as recommended. The recommended data field will be displayed in blue colored text.
Can be blank	Select this option if the field can be left empty.

Allow Duplicates

Specify whether a field value should be unique or whether it can have duplicate values.

Currency Data Type:

Use the Currency data type to enter currency values. You can use the Currency data type to enter values such as Amount, etc. The Currency data type has the following field properties...

Minimum Length

Specify the minimum number of characters that can be entered in this field.

Maximum Length

Specify the maximum number of characters that can be entered in this field. By default you can enter upto 255 characters.

Decimal Places

Specify the place at which the decimal should be applied. For e.g. If the value is 2, then the decimal place will be 0.00

Default Value

Specify a default value for this field. The value entered here becomes the default value for this field. You can change this value if required.

Input Value

Specify whether the field can have an empty value or not from this drop-down.

Required	Select this option to mark the field as required. If this option is selected you will not be allowed to save the information until some value is entered for this field. The required data field will be displayed in red colored text.
Recommended	Select this option to mark the field as recommended. The recommended data field will be displayed in blue colored text.
Can be blank	Select this option if the field can be left empty.

Allow Duplicates

Specify whether a field value should be unique or whether it can have duplicate values.

Date Data Type:

Use the Date data type to enter date values for the years through 1601 to 9999. You can use the Date data type to enter values such as Date of Birth, Order Date, Shipment Date etc. The Date data type has the following field properties...

Minimum Length

Specify the minimum number of characters that can be entered in this field.

Maximum Length

Specify the maximum number of characters that can be entered in this field. By default you can enter upto 255 characters.

Use system date as default value

Check this option to set the system date as the default value for this field

Default Value

Specify a default value for this field. The value entered here becomes the default value for this field. You can change this value if required.

Input Value

Specify whether the field can have an empty value or not from this drop-down.

Required	Select this option to mark the field as required. If this option is selected you will not be allowed to save the information until some value is entered for this field. The required data field name will be displayed in red colored text.
Recommended	Select this option to mark the field as recommended. The recommended data field name will be displayed in blue colored text.
Can be blank	Select this option if the field can be left empty.

Time Data Type:

Use the Time data type to enter time values. You can use the Time data type to enter values such as Shipment Time, Arrival and Departure time etc. The Time data type has the following field properties...

Minimum Length

Specify the minimum number of characters that can be entered in this field.

Maximum Length

Specify the maximum number of characters that can be entered in this field. By default you can enter upto 255 characters.

Use system time as default value

Check this option to set the system time as the default value for this field

Default Value

Specify a default value for this field. The value entered here becomes the default value for this field. You can change this value if required.

Input Value

Specify whether the field can have an empty value or not from this drop-down.

Required	Select this option to mark the field as required. If this option is selected you will not be allowed to save the information until some value is entered for this field. The required data field name will be displayed in red colored text.
Recommended	Select this option to mark the field as recommended. The recommended data field will be displayed in blue colored text.
Can be blank	Select this option if the field can be left empty.

DateTime Data Type:

Use the DateTime data type to enter both the date and time. You can use the DateTime data type to enter values such as Shipment date and time, Arrival date and time, Departure date and time etc. The DateTime data type has the following field properties...

Minimum Length

Specify the minimum number of characters that can be entered in this field.

Maximum Length

Specify the maximum number of characters that can be entered in this field. By default you can enter upto 255 characters.

Use system date time as default value

Check this option to set the system date time as the default value for this field

Default Value

Specify a default value for this field. The value entered here becomes the default value for this field. You can change this value if required.

Input Value

Specify whether the field can have an empty value or not from this drop-down.

Required	Select this option to mark the field as required. If this option is selected you will not be allowed to save the information until some value is entered for this field. The required data field will be displayed in red colored text.
Recommended	Select this option to mark the field as recommended. The recommended data field will be displayed in blue colored text.
Can be blank	Select this option if the field can be left empty.

YesNo Data Type:

Use the YesNo data type to enter Boolean values Yes or No. You can use the Yes/No data type to enter values such as Invoice Paid (Yes), Loan Approved (No), etc.. The YesNo data type has the following field properties...

Default Value

Specify a default value for this field. The value entered here becomes the default value for this field. You can change this value if required.

PickListSingle Data Type:

Use the PickListSingle data type to create a field to list a fixed set of values. You will be able to select only one item from the list of this data field. For a example you can use this to create a data field to store the names of all your customers as list. This data field will have a drop down with the list of all your customers name. You can select your customers name from the list, instead of typing it. A PickListSingle data type can thus help in faster data entry and also avoid errors while entering data. The PickListSingle data type has the following field properties...

List Source

Specify the list of items for this field. Click this [...] button to add values for this fields. The List Source window will be launched. The List Source Window has the following buttons...

Add: Enter a value in the text box and click the Add button on this window to enter values for this field.

Paste: Copy list values from Excel (from a column) or other spread sheet program and click the Paste button to add these values to this data field. For e.g. instead of entering a list 100 values one by one you can just copy these values from a column and click the Paste button on the List Source button to instantly import these values to the data field.

Close: Click the Close button to close this window.

Default Value

Specify a default value for this field. The value entered here becomes the default value for this field. You can change this value if required.

Input Value

Specify whether the field can have an empty value or not from this drop-down.

Required	Select this option to mark the field as required. If this option is selected you will not be allowed to save the information until some value is entered for this field. The required data field will be displayed in red colored text.
Recommended	Select this option to mark the field as recommended. The recommended data field will be displayed in blue colored text.
Can be blank	Select this option if the field can be left empty.

PickListMultiple Data Type:

Use the PickListMultiple data type to create a field to list a fixed set of values. You will be able to select multiple items from the list of this data field. For a example you can create a data field to store the names of all the products as list. This data field will have a drop down with the list of all all the products. You can then check multiple products from the list. A PickListSingle data type can thus help in faster data entry and also avoid errors while entering data. The PickListSingle data type has the following field properties...

List Source

Specify the list of items for this field. Click this [...] button to add values for this fields. The List Source window will be launched. The List Source Window has the following buttons...

Add: Enter a value in the text box and click the Add button on this window to enter values for this field.

Close: Click the Close button to close this window.

Default Value

Specify a default value for this field. The value entered here becomes the default value for this field. You can change this value if required.

Input Value

Specify whether the field can have an empty value or not from this drop-down.

Required	Select this option to mark the field as required. If this option is selected you will not be allowed to save the information until some value is entered for this field. The required data field will be displayed in red colored text.
Recommended	Select this option to mark the field as recommended. The recommended data field will be displayed in blue colored text.
Can be blank	Select this option if the field can be left empty.

Lookup Data Type:

Use the LookUp data type to look for values from a Document Type. LookUp data type is somewhat similar to PickList data type. The only difference is the values of a LookUp data type are 'Dynamic' and the values of a PickList data type are 'Static'. The Lookup data type has the following field properties...

List Source

Specify the Document Type that you want listed in Lookup

Input Value

Specify whether the field can have an empty value or not from this drop-down.

Required	Select this option to mark the field as required. If this option is selected you will not be allowed to save the information until some value is entered for this field.
Recommended	Select this option to mark the field as recommended.
Can be blank	Select this option if the field can be left empty.

Description: Enter shot description about the data field in the this box.

Field Properties: The Field properties panel displays the properties of the selected data type. You can set or modify a fields property in this pane.

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