Configuring metadata (fields and attributes)
In the “Fields” step you can define the metadata that come with a document in a category.
For each field you can define its specific behavior (default value, type of data, mandatory or not, locked states, etc.).
All categories have a set of fields which are given by the system, such as the "Properties" field group which cannot be deleted or modified. The fields "Name" and "Description" can be configured so that when creating a new document they are automatically filled with the value of certain metadata. For more information click here.
To add fields you will need to open the category details and move to the "Fields" step by clicking the "Next" button in the Categories wizard.
All fields created in R2 Docuo must belong to a field group. To create new fields, first you need to create the group that the fields will belong to.
Selecting "Field groups" will enable the + button on the button bar.
The + button opens the window where you can create a new field group.
Under name, enter the name of the field group. The description area is where you can define the purpose or use of the field group.
When you select a field group with a description from the details window, a text box will appear containing the literal text of the description.
Once you have created the field group you can create the fields which belong to the group.
To create a new field select the group that the field will belong to and then click the + button on the button bar.
This will open a window where you can create a new field where you can define the name of the field and establish the type of field to be created.
Clicking OK will create the field within the selected group.
R2 Docuo has seven different types of field, each with its own specific characteristics and configuration settings:
Text fields, drop-down list, and search drop-down list can be configured as "Mail ". Mail-type fields allow you to send automatic mail to the address that is set in the field from the details of each document.
The list-type fields link to documents in another category and related field in another category are relational fields. Relational fields allow you to link documents to each other.
Text-type fields can be assigned a fixed format using regular expressions.
Any type of field, except in the Process information Type field, can be marked as mandatory, single by category or locked, in the case of the categories with process you can indicate the states in which the field has to be obligatory or be blocked.
If you mark a field as "single by category " will not allow you to create two records in the category with which they contain the same value in the field marked how unique by category.
Text-type fields allow you to enter alphanumerical characters. The "Options" tab defines the field's characteristics by entering the default value or selecting the required behavior from the drop down list.
This type of fields can be configured as "Mail " Selecting the option that corresponds in the field "Content ". Mail-type fields can be assigned as automatic mail recipients, automatic mail will be sent to the address or email addresses that are set in the field from the details of each document.
To be able to write several email addresses in the same field you have to select the option "emails (separated by semicolons) " in the options of "Content "
It is also possible to set a fixed format with regular expressions.
From the options when you press the three points that appear to the right of the field "format " opens a window to configure the format of the field using regular expressions.
Number-type fields allow you to enter numeric characters only. In the options you can define the number of decimal places that will allow you to write and the type of units (Km, M, etc.) assigned to the field.
In the details of the documents of the category will be shown behind the number set by the user the symbol of the unit.
Currency-type fields only allow you to enter numerical values and add a currency symbol. The Options will only allow you to define the field's behavior.
The date-type fields allow you to enter complete dates with the format DD/mm/yyyy or dates with time in the format DD/mm/year hh: mm. The options define the behavior of the field.
The time-type fields show how long it takes between two dates. The dates on which time is calculated are set in the Options tab, allows you to select Date-type fields created in the category.
File-type fields allow you to store any file type. It is also possible to generate the file from template, convert it to PDF and sign electronically.
The configuration options can be set if the field is locked, if required, and if the file is automatically renamed with the field name.
If you activate the option "Rename " When uploading the file the original name would be changed and would be renamed as the field "signed offer "
Drop down list
These fields comprise a list of fixed values which are established in the Options tab. In the document details view they will appear as a drop down list from which you can select the required value. The Options tab not only defines the values that make up the list but also establishes the field's behavior.
Drop down list with search
These fields are similar to those of the drop down list type but allow you to search for values by entering part of the text. To create this type of field first you have to create the search list data in the R2 Docuo configuration options.
The Options tab establishes the source list for the data and the field's behavior.
Drop-down list to another category (related field)
These fields are used to relate documents to each other. They work as a drop-down list that shows the name of all documents created in a certain category.
The category that will serve as data source to the list is specified from the options tab using the three points that appear to the right of the "category" field.
In the "Details" field, it is defined whether a direct access to the category of the related documents is shown in the details of the documents of the selected category (in the CLIENTDATA - Client Data example). .
For more information click here.
Field of type related field of another category (related field)
They are used to show the value of certain fields of the related documents. This type of field is only available when the category has at least one field type lists documents of another category.
In the field "field" of the configuration options, the field type drop-down list of the document from which the data will be collected is defined.
In the "related field" field, the field from which the value will be displayed when creating a new document is established.
For more information click here.
This type of field is only available when the category has a process. These are system fields and are automatically filled out when moving forward a state with the information on the user who carries out the transition or the date on which the transition is performed.
The Options tab establishes the transition for which the information will be obtained and whether the information to be shown is the transition date or user who performs the transition.
R2 Docuo allows you to create formulas using fields of type number, currency, or date. To create formulas previously the category has to have created the fields that will serve as operands of the formula.
For example to create a field that calculates the total price category should have a number field to enter the number of units and a currency field in which the price per unit is specified.
Formulas with fields type number or currency
In the tab "options", of the fields that allow to use formulas, appears the section "Formula". In this section you must add the arithmetic formula using the substitution tags of other fields.
The example shows how to create a formula that calculates the total price, for this you use the tags in the field in which you specify the price per unit (currency-type field) and the field label with the number of units (field type number).
From the button "See Replacement tags" You can see the tags of the fields created in the category. For more information on the labels on R2 Docuo click here.
Some examples of formulas that can be used for fields such as currency and number are:
– Sum: <@FieldGroup:Field1> + <@FieldGroup:Field2>
– Subtraction: <@FieldGroup:Field1>-<@FieldGroup:Field2>
– Multiplication: <@FieldGroup:Field1> * <@FieldGroup:Field2>
– Division: <@FieldGroup:Field1>/<@FieldGroup:Field2>
You can enter formulas of more than two operands, use constants, parentheses and more complex mathematical functions.
– Sum of 3 fields: <@Group:Field1> + <@Group:Field2> + <@Group:Field3>
– 20% of the value of a field: <@FieldGroup:Field1> * 0.2
– Radius Circle area = field: Math. PI * Math. Pow (<@FieldGroup:Field1>, 2)
For a complete reference to the supported mathematical functions, please refer to this link.
Formulas with date-type fields
For date-type fields, you can create formulas that display the result date of adding or subtracting time to another date type field and formulas to show the time difference between two dates.
Formulas to add or subtract time to another date type field
The formula for adding or subtracting days to a Date Type field is as follows:
Date DateAdd ("Interval", increment, date)
y → Year
q → Quarter
m → Month
d → Day
w → Week
h → Hour
n → Min
s → Second
ms → Millisecond
To create a field that you add or subtract days to a date first you must create the date Type field that will serve as operating and then create the date Type field where the formula is set.
The following example will show you how to create a field that calculates the maximum delivery date of a project assuming that the maximum delivery date is 30 days after the date of acceptance.
Once created the Project acceptance Date field, a Date-type field is created by completing the formula previously provided as follows:
In "interval" specifies the letter corresponding to the interval that we want to add, for example for days would be d.
"Increment" sets the label for the field that displays the number of days for the project to be delivered or, if it is a fixed value, the value is added
On "date" the label for the project acceptance date.
Calculate the time difference between two dates
The formula for calculating the time difference between two dates is as follows:
Date DateDiff ("Interval", Date1, Date2)
Y → Year
Q → Quarter
M → Month
D → Day
W → Week
H → Hour
N → Min
S → Second
Ms → Millisecond
To create a field that shows the time difference between two dates first you must create the date type fields that will serve as operating and then create the field of type number where the formula is set.
The following example will show you how to create a field that calculates the number of days from the date you sent an offer to the date of acceptance.
Formulas for displaying in a field the number of related documents in another category
You can create a formula that lets you count the number of related records between two categories.
The formula for calculating the number of related documents between categories is as follows:
Document. DetailCount (< @Category code: FieldGroup: Field >)
To create a field that displays the number of related documents in another category, you must first create the relationship between categories and then a number field in which the formula is applied.
For more information on how to relate categories click here.
The following example shows how to create a field that shows the number of students in each classroom.
Suppose we have a category called "classrooms" and another called "Students".
In the category "Students" there is a field "classroom" in the group "assigned classroom" of type drop-down list to another category, that allows to select the "classroom" to which each student is assigned.
In the category "classroom" we could have a numerical field with formula that shows the number of students in each classroom.
The fields "Name" and "Description" can be configured so that when creating a new document they are automatically filled in with the value of the metadata created in the category.
To make the name or description of the documents generated with the values of the metadata, substitution labels must be added in the configuration options.
With the "Modify" option that appears when the "Name" or "Description" fields are selected with the right mouse button, the configuration options are opened.
From the "Options" tab in the "Default value" field, substitution labels are established relative to the fields that will be used as source to configure the name or description of the documents.
In the example, the label of the "Name" field of the field group "Contact Info" has been added. When creating a new record in the category, the name of the document will take the value that appears in the "Name" field of the "Contact Info" field group.
Replace labels in the name and description of existing documents
To have the labels replaced in all the documents that are already created in the category, check the "Replace in all documents" check box and accept.
By accepting the changes and ending the category wizard, the name and description will be replaced in all documents created in the category.
The relationship between documents is made by associating relational fields (fields types drop-down list to another category or fields type related field of another category) to the category.
To relate documents you have to create a field type "Drop-down list to another category" and define the category of documents with which you are going to create the relationship.
In the options tab of the "Drop-down list to another category" field, select the category that will serve as the data source to the list.
In "Details" it is established if a tab will be displayed in the document's details window with the list of related documents.
When activating this option, a tab with a direct access to the category of the related documents will be shown in the details of the documents of the category specified in "Category". In this tab only documents that are related to the document from which the query is being made are displayed.
For more information click here.
For example, to associate bids to offers, you have to create a drop-down list field for another category in the offers category and in the options in the field select the Customers category as the source of the list.
From the details window of the documents in the "Offer" category, when you open the list, all the customer records created in the "Customers" category will appear.
Selecting a value from the list and saving relates the offer to the selected customer.
In the case of the categories that have "Yes" selected in the "Details" drop-down when opening the details of the related document, a tab with direct access to the category appears.
In the example, when you open the details of the selected customer, a tab appears with the direct access to the "Offers" category where you can see the details of the offers related to the client.
To show the information of certain metadata of the related document you have to create type fields "Related field of another category".
Fields related to another category can only be created if the category has a field such as List drop-down to another category.
For example, you can relate the customer files with the offers so that when you create an offer and select a customer, the client's data is automatically filled in (Reason, Mail, telephone, etc.).
To create the example described above from the "Offer" category, a "Document drop-down list" type field is created for the Customers category.
Then a field type "Related field of another category" is created for each field of the category "Clients" that will be displayed in the "Offer" category.
In the type of field you have to select "related field of another category" and in the "Field" of the options tab, select the field type drop-down list of documents that will serve as data source.
In the field "Related field" pressing the three points that appear on the right, select the field from which the value will be displayed.
Once the category has been configured from the field window when selecting a customer tab, the values of the related field will be shown in the fields of type Related field of another category.
Clicking "Next" from the "Fields" step moves you onto the "Attributes" step. In this step you can define the attributes associated to the category. As in the case of fields, attributes must belong to a group.
Selecting "Attribute groups" enables the + button.
Clicking the + button will open the window where you can create the new attribute group.
Selecting the name of the attribute group and clicking the + button will open the window where you can enter the name of the attribute.
Attributes do not have an options tab, you can only mark whether the attribute is checked by default when a new document is created in the category.
Clicking OK will create the attribute within the selected attribute group.
R2 Docuo has the option to share field and attribute groups between different categories. This action makes it easier to create metadata in the Categories wizard but does have its own risks.
Changes made in shared field or attribute groups will affect all of the categories to which they are assigned.
For example, if you create the "Client data" field group in the "Quotation" category it can be used for other categories, such as offers, incidents, queries, etc.
If you add a new field to the "Client data" field group in the "Offer" category it will also be added to all other categories to which the field group is associated.
Creating shared field groups
To create shared field groups you need to go to the "Fields" step and select "Field groups" with a right click of the mouse. In the Options list select "New field group (shared from another category)...".
A window will open so you can select the category from which the field group will be shared.
When you select the category all the associate metadata will appear. Select the field group to be shared and click OK to save the changes.
The fields list will display the shared field group in green letters.
Unsharing field groups
When you unshare field groups, metadata values in the documents created in the category will not be changed or deleted.
You have an option to unshare field groups. In the event that a change made to a field group must only affect a specific category, you can stop sharing the field group.
To stop sharing field groups you must open the wizard of the Category whose field group will no longer be shared and from the "Fields" step select the share field group with a right click of the mouse.
In the list of options select "Unshare". A message will appear to confirm this change.
Clicking OK will unshare the field group.
Creating shared attribute groups
Shared attribute groups are created in the same way as shared field groups but instead of performing the actions from the "Fields" step they are performed from the "Attributes" step.
From the "Attributes" step in the category wizard for the category whose attribute group will be shared, select "Attribute group" with a right click of the mouse. From the options you can select "New attribute group (shared from another category)".
Select the category from which to share the attribute group and check the group of attributes to be shared.
Clicking OK will create the shared attribute group.
Unsharing attribute groups
As in the case of field groups, attribute groups can also be unshared.
To stop sharing attribute groups you must first select the attribute group with a right click of the mouse and then click "Unshare" from the list.
Clicking OK will unshare the group of attributes.