Example

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In this example, we will create a Document Type for invoices. This document contains information such as the company name, invoice number, invoice amount, invoice paid and invoice date. We will first list down the fields that we need to create and the data type that should be used for it.

 

Data Field Name

Data Type

Company Name

PickListSingle

Invoice Number

Text

Invoice Amount

Currency

Invoice Paid

Yes/No

Invoice Date

Date

 

To Create Data Fields for a Document Type

1.In Globodox, select Settings > DB Settings > Document Types in the Navigation pane. The already existing Document Types will now be displayed in the right pane.
2.Click the New button of the Home tab. The Data Field Manager will now be launched.
3.By default, the Information pane of the Data Field Manager will be displayed.
4.Enter a name for the Document Type in the Name box. We will enter 'Invoice'.
5.Enter the plural name of the Document Type in the Plural name box. We will enter 'Invoices'.
6.Enter the alias name for the Document Type in the Alias box. We will enter 'Inv'.
7.Enter a short description about this Document Type in the Description box.
8.Click the Fields tab to add data fields for the Document Type. The Fields pane will now be displayed.
9.Click the Click here to add a new field in the Field List pane to add a new field or right-click in the Field List pane and select the Add field option. A field will now be created.
10.Select the Field Name cell to enter a name for the field. We will enter 'Company Name'.
 
Note:
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
 

11.Select the PickListSingle Data Type for this field from the Field Type drop-down. The properties of PickListSingle data type will now be displayed in the Field Properties section.
12.In the Field Properties section select the List Source box. Click this [...] button to add values for this field. A new window will be launched. Click the Add button in this window to enter values for this field. We will enter ABC Corp., XYZ Inc., MNO Ltd. Once you have entered the value, click the Close button to close the window.
13.Specify a default value for this field in the Default Value box.
14.Specify whether the field is required, recommended or can be left blank in the Input Value drop-down.
15.If you wish you can apply a Security Label for the Company Name field from the Security drop-down. Now that we have created the Company Name field, we will now create the Invoice Number field.
16.Click the Click here to add a new field bar in the Field List pane to add a new field. Select the Field Name cell and enter Invoice Number as the name for the field.
17.Select the Text Data Type for this field from the Field Type drop down. The properties of Text data type will now be displayed in the Field Properties section.
18.In the Maximum Length and Minimum Length box specify the maximum and minimum number of characters that can be entered in this field.
19.Specify whether the field is required, recommended or can be left blank in the Input Value drop-down.
20.Specify that Invoice Number should not have any duplicate values in the Allow Duplicates option.
21.If you wish you can apply a Security Label for the Invoice Number field from the Security drop-down.
22.We will now create the fields for Invoice Amount, Invoice Paid and Invoice Date.
23.Once you have created all the fields click the Save button to save the changes and create the Data Field.
 
Now that you have created a Document Type you can add a document to Globodox and Set its Document Type.

 
Notes:

You can create as many Document Types you want. Each Document Type can have up to 200 data fields.
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.
The recommended data field will be displayed in blue colored text and the required data field will be displayed in red colored text.
By default the Document Name is the Primary Field of the Document Type.
To delete a data field, right-click that data field in the Field List pane and select the Delete option.
You can change the order of data fields by using the navigation options available on the right-click menu. To move a data field one position upwards in the list, right-click it and select the Move Up option. To move a data field one position down in the list, right-click it and select the Move Down option.
 

Related Topics
Create Data Fields for Stack Types
Create a Document Type
Delete Fields

 

 


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