Maintaining Document Types

Before a document can be imported into the system and attached to a record or form, the system administrator must create document types in the Document Types form. You can include this information for each document type:

  • Associate a default file extension with the document type, which determines the application to use when presenting the document for viewing. For example, users might want  to attach purchase order documents created as Microsoft Word (*.docx) files to customer orders. Create a document type called CustomerPOs, and associate the file extension "docx" with that type. You can then use that document type when attaching PO files to customer orders.
  • Specify the storage method used for this document type. Documents can be stored in the application database or linked from a file server or FTP/SFTP server. For linked documents, specify the area where that type of document is stored.

    See the help about managing file servers for linked documents.

  • Specify which forms, and/or properties of forms, can have this document type attached.
    Note:  This specification can be different for different users, if multiple versions of the form exist with different scope type and/or scope names, or if a different forms database is used. This is because some versions of the form might contain the property and some might not.

To set up a document type, using the Document Types form:

  1. Specify this information:
    Document Type
    Specify a name for the document type. This name could describe the type of application used, for example, Acrobat, Word, or Graphic, the file extension, for example, PDF or JPG, the storage method, for example, FTP or URL, the name of the file server, or some combination of these.
    Description
    Fully describe the document type.
    Storage Method
    Specify where files of this type will be stored: in the database or on a linked server.
    File Extension
    Optionally, specify the file extension that is associated by default with this document type. For example, if the Document Type is Acrobat or PDF , the default file extension could be pdf. If the Document Type is Graphic , the default file extension could be png or jpg. This default file extension is overwritten if the document you import has a different file extension.
    Media Type
    Optionally, specify a default media type for this document type. The default media type is populated in the Attached Documents form when this document type is selected.
  2. If you specified Link as the Storage Method, specify this additional information:
    File Server
    Specify the name of the file server or FTP/SFTP server.
    Note: The file server named here must be defined on the File Servers form.

    When you specify a server, the Server Root Path field automatically displays the server name and path as defined on the File Servers form.

    If no server is specified, the local server is assumed and Windows authentication is used.

    Logical Folder Name
    Optionally, from the drop-down list, select the logical folder where the files are to be written.
    Note: This property is used to add "access security" to the document type.
    File Specification

    If a logical folder is specified, this field is read-only.

    If no logical folder is specified or is set to Default, specify the root path where files are to be stored on the server:

    • For a shared file server path, use this format:

      \\server\share\

      You can also use this format to specify a single file; for example:

      \\server\share\filename.ext

    • For an FTP/SFTP URI, use this format: (S)FTP_Server/folder/

      This field can include record-specific  variables and property values. For example, a UNC path of \\MGserver1\MyShare\CustomerDocuments\P(CustNum)\* returns all of the files found in a folder that matches the currently selected customer number on the parent form.

      Note:  Any part of the specified path or filename can consist of variable or property value replacements, as in this example.
    Use Server Path As Root Path
    When this option is selected, the system uses the server root path along with the File Specification.

    Otherwise, you must specify the full path in the File Specification field.

    For example, suppose the Server Root Path is \\Server1\RootPath, and the File Specification is \folderxxx\. If this option is selected, then the system uses the path \\Server1\RootPath\folderxxx\. If this option is cleared, then the system attempts to use \folderxxx\ as the path.

    Auto Populate
    When this option is selected, files are populated automatically on the Attached Documents form, and users cannot select this document type from the drop-down list on the Attached Documents form.
    Population Depths
    From the drop-down list, specify the number of levels the system can use when storing and retrieving documents.

    If you select 0 or 1, all files of the specified folder are included. If you select 2, all files of the specified folder and its first-level subfolders are included. If you select 3, all files of the specified folder and two levels of its subfolders are included.

  3. If you specified a Storage Method of Link, you can optionally specify the forms and/or properties on forms to which the linked document types are to be attached:
    • To make all files of this document type available only for certain forms, regardless of which properties appear there, specify each Form Name in the grid, using a separate row for each form. Then specify a single asterisk (*) in the Property Name field for each form. You must use the actual form name, and not its caption.
    • To make all files of this document type available for all forms that contain certain properties, specify each Property Name in the grid, using a separate row for each property. Then, for each property, specify a single asterisk (*) in the Form Name field. You must use the actual property name, and not its caption or label.
    • To make all files of this document type available only on the specified form and then only if it contains the specified property, specify both the Form Name and the Property Name, using a separate row for each combination.

    • To make all files of this document type available for all forms and all properties, specify single asterisks in both the Form Name and Property Name fields.

      Note:  This combination overrides all other Form Name-Property Name combinations.
  4. Save your changes.
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