Example: tagging and searching with attributes

If the SyteLine workflow is used to capture and tag a customer invoice, the invoice is tagged with the customer number, CO lines, item numbers, customer order number, and invoice number. When the Related Information context app is open and a record is displayed in a SyteLine form, the context parameters (attributes) of the record are sent in a JSON message to the Document Management app, where they are used to search for documents that include those attributes.

The attributes used in the search depend on the form you are displaying, and the attributes that the form broadcasts:

  • On the Invoice Listing form, all three attributes - customer number, customer order number, and invoice number - are included in the JSON search.
  • On the Customer Orders form, customer number and customer order are included in the JSON search.
  • On the Customers form, only customer number is used, because that is the only parameter that the form broadcasts.

See the list of forms and their available attributes in Automatic document capture and tagging through workflows.

Conversely, when you manually attach a file in the Related Information context app, the attributes used to tag the file also depend on the context of the currently displayed form:

  • If you attach the file with the Invoice Listing form and select the InforSalesInvoice entity type, tagging values for the attributes include invoice number, customer order number, CO line, item number, and customer.
  • If you attach the file with the Customer Orders form and select the InforSalesInvoice entity type, tagging values for the attributes include the customer number, customer order number, line and item.

    When you attach the file this way in the Related Information context app, you can only add one line and one item.

  • If you attach the file with the Customers form and select the InforSalesInvoice entity type, the file is tagged only with the customer number, because that is the only parameter that is associated with that form.

We recommend that you use the form that broadcasts the most attributes when you attach a related file. For example, if you attach an invoice document using the Customers form, then when users open the Invoice Listing form, the Related Information context app will not find the invoice document, because it searches by all attributes (invoice number AND customer order number AND customer) but the document only includes the Customer attribute and thus is not returned to the form.

You can use the Document Management app to add values for the other tags on the document – in this case, the invoice number and customer order number. In order to do this, you must check out the document in Document Management and modify the attributes