Create a Document Type

The configuration of the document type depends on how the document type will be captured and indexed. Most of the configuration takes place from the document type window. By navigating through the dialog screens on the window you can see the various configuration options.

  1. From the Administration tab, click on the Document Types tile.
  2. Click the Add button. The Document Type Configuration window will open.

General Tab

When the Document Type dialog window opens, you are presented with the General tab to begin the configuration of the new document.

  1. Enter the Name of the document type. The name should uniquely identify the document type.

    *Do not use the following characters when naming a document type: / \ : * ? “ < > |.

  2. Enter a Description of the document type.
  3. The Code field is designed specifically for side-by-side ERP integrations. If you do not know what code to enter, leave this field blank.
  4. Full Text Capture and Search - Check this box to allow the document to be searchable using DocLink's full text search capabilities. Refer to the topic DocLink Full Text Capture Service for additional information.

Properties Tab

The grid on the Properties tab displays a list of each master property that has been associated with the document type.

  1. Click the Edit button. The Document Type Properties window is displayed. A list of all available properties is displayed on the left side of the window.
  2. Select the appropriate check box in the Available Properties grid to associate a property with the current document type. (If the property is not displayed in the list, click the Master Properties... button to create the property before associating it with the current document type. See section for instructions on creating a property.

    After the property has been selected, configure the property for use with the current document type on the right side of the window. The name of the property being configured is displayed at the top of the pane.

    1. Identify the relative importance of this index property to the document type.
      • Optional - the document will be indexed and successfully stored in DocLink, even if a value is not supplied for the property.
      • Required - the document will be marked as rejected if a value is not supplied for the property. The document cannot be indexed and stored in DocLink without at least one value for a required property.
      • Expected - the document will be indexed and stored in DocLink if a value is not supplied for the property. However, the document will be marked as incomplete.
    2. Identify the property type. Most property values are simply related to the document they identify. However, there are times when property values have a relationship to other property values, in addition to the document. Properties that have a relationship to one another are members of a property group
      • Standard - the property will not be a part of a property group.
      • Group Identifier - the property value will identify a property group.
      • Member of Group - the property value will be associated with the selected identifier and other members of that group. If you select Member of Group, you must also select the appropriate group identifier. The Group Identifier must be configured before the members of the group can be configured.
    3. Select the Key Property check box if the property is the identifying property for the document. The key property is used to uniquely identify the document in the detail area of DocLink Administrator. A document type should have only one key property.
    4. Click the Validations button to define any criteria that DocLink should use in order to validate the key property value. The Document Type Property Validations window will be displayed.

      If already configured, a list of all validations for the property will be displayed on the left side of the window.

    5. To create a validation, click the Add button. The Edit Selected Validation drop down will be enabled. Use the supplied boxes to complete the validation.
      • Click the arrow on the first box and select an operator.

        Available Operators by Property Type

        Number, Formatted Number, Date/Time

        String

        Boolean

        Between

        Begins with

        Equal to

        Equal to

        Ends with

        Not equal to

        Greater than

        Does not have format of

         

        Greater than or equal to

        Equal to

         

        Less than

        Has format of

         

        Less than or equal to

        Has maximum length of

         

        Not equal to

        Not equal to

         
      • Based on the operator chosen, complete the displayed boxes to define the criteria used to validate the property value. Use standard Windows wildcard characters to create the pattern or string.
    6. To delete a validation, select the validation in the grid on the left side of the window and click the Remove button. Click OK to return to the Document Type Properties dialog.
    7. Once you have configured one property for the document type, continue until all appropriate properties have been associated and configured. When you have finished, click OK to return to the Properties tab.
    8. Specify the order of the properties in the grid by selecting a property and using the arrow buttons to move the selected property up and down within the list. The properties will be displayed in that order when visible in DocLink.

      For example, you may want to order the properties to replicate their location on the document to simplify the indexing process if you will be manually indexing these documents.

Sub-Types Tab

Every document stored in DocLink is assigned to a document type, such as a purchase order or check. In addition, each document type is defined by one or more properties.

A document can also be changed into a similar but altered document type – called a document sub-type – based on the template that is applied to it. Due to their complexity, please see section on document sub-types for addition/configuration.

Auto-Index Tab

Click the Auto-Index tab to configure the document type to be automatically indexed with values from a database.

For more information about Auto-Index and configuration details, click here

Retro-Index Tab

Click the Retro-Index tab to configure the document type to be indexed with additional values at a later date.

For more information about Retro-Index and configuration details, click here.

Upload Profile Tab

DocLink Mobile users have the ability to upload documents to the DocLink system after they have been captured using a mobile device. The DocLink system administrator can make available document types to users by configuring them using the Upload Profile tab.

The ability to upload files from mobile and web clients is limited to those individuals who are granted the Upload Documents permission on their associated role(s).
Create an Upload Profile
  1. Check the Configure Upload Profile for the document type box to enable the configuration.
  2. In the list of Available Properties, highlight the properties that will be available to enter values for when uploading documents from a mobile device.
  3. Click the right arrow button to move the selected property to the Included Properties list.
  4. To remove an included property, click the left arrow button.
  5. Re-order the properties using the up\down arrow buttons.
  6. Select OK to save the changes and exit the screen.
  7. Select Cancel to close the screen without saving any changes.
Configure the Included Properties

The Included Properties grid displays all properties configured to be included when uploading documents from a mobile device.

  1. Property - The name of the property associated with the document type.
  2. Required - Select this box to make the property required before the document image can be uploaded to the DocLink repository.
  3. Default - The drop down list contains default values based on the type of property (string, date, Boolean). There currently are only a three defined default values.
    1. User Name (string)
    2. Current Date (date)
    3. True/False (Boolean)
Remove Upload Profile Configuration

To remove all configured properties for the profile, uncheck the Configure Upload Profile... box.