Fields are used to store information about documents. Once created, fields are added to library groups, and every document that is saved in a library group can have information assigned to these fields. Each field is used to record one piece of data, which is restricted by the type of the field. These field types are further described by their Field Type below.
Library Group Membership: This button lists all the library groups that have added this field.
Every field has the following:
Name: The name of the field as used within Radix DM Administration.
Search Description: The display description text for the field in the Document Search window.
Save Description: The display description text for the field in the Document Save window.
Explanation: This text appears in a popup when the mouse hovers over a field's help icon in the Document Save window.
Default Width: The width of the column in the Document Search window (in pixels).
Text fields allow users to store simple text. In Field Administration, set Field Type to "Text". Text fields also have the following:
Application Property: The name of the Microsoft Office application property that will be used to automatically populate the contents of this field in the Document Save window.
Default Value: The default value for the field that will automatically appear in the Document Save window.
Notes fields allow users to store simple text, where users could be expected to store a large amount of data. In Field Administration, set Field Type to "Notes". Notes fields also have the following:
Application Property: The name of the Microsoft Office application property that will be used to automatically populate the contents of this field in the Document Save window.
Default Value: The default value for the field that will automatically appear in the Document Save window.
Number fields allow users to store purely numerical values. In Field Administration, set Field Type to "Number". Number fields also have the following:
Application Property: The name of the Microsoft Office application property that will be used to automatically populate the contents of this field in the Document Save window.
Default Value: The default value for the field that will automatically appear in the Document Save window.
Decimal Places: The number of decimal places that numbers are restricted to. All numbers are stored with this precision. Currency values should be created with 2 decimal places. The maximum number of decimal places is 10.
Date fields allow users to store both specific dates and calculated values based on the current date. In Field Administration, set Field Type to "Date". Date fields also have the following:
Application Property: The name of the Microsoft Office application property that will be used to automatically populate the contents of this field in the Document Save window.
Default Value: The default value for the field that will automatically appear in the Document Save window. If Specific Date is checked, then the precise date and time specified will always be used. If Current Date is checked, then a value plus or minus the date/time that the document is saved will be calculated and used. Different date components can be incremented and decremented to indicate a variance of that value from the current date and time. A positive component value means that the value is added to the current date/time and a negative component value means that the value is subtracted.
List of Value fields allow users to store a single value selected from a predefined list. In Field Administration, set Field Type to "List of Values". List of values entries are created within the visible treeview. Parent/child relationships can be defined for appropriate entries to group related sub-entries. This can be achieved through the use of the buttons (from left to right) Add Node, Add Child Node, Move Node Left, Move Node Up, Move Node Down, Delete Node and the button Sort Nodes, which orders all nodes in the treeview alphabetically. In addition, each list of values entry can have a colour and description associated with it. List of Value fields also have the following:
Default Value: The default value for the field that will automatically appear in the Document Save window. This value cannot be set if the List of Values field has not been saved or has been changed since it was last saved.
Export List: This function allows users to export the entire contents of the treeview of this field values field to a file. Users can specifiy the type of iinformation to save and the character which will be used as a separator.
User fields allow users to store a Radix DM user. In Field Administration, set Field Type to "User". User fields also have the following:
Default Value is active User: The default value for the field that will automatically appear in the Document Save window. If this default value is checked, then the default value for this field will be the user that is saving the document at that time.
Use User Category as a filter: If this is checked, the only users that can be stored in this field are those that belong to the user category that is selected in the User Category Filter drop down.
Database fields allow users to store data sourced from external data sources. In Field Administration, set Field Type to "Database", then click Field Information to bring up the Database Field Properties window.
Remote Database: The name of the remote database that the database field uses as a table/view source.
Table Name: The name of the table/view that the database field sources information from.
Table Schema: Read Only The schema of the table/view.
Code Column: The index field that uniquely identifies row data for the selected table/view.
Header Title: The text used to label this field column in search results. Each Header Title label is used for the corresponding column beside it (Code, Description, Description 2, Description 3).
Description Column: + Header Title: The primary field that displays visible information about row data for the selected table/view plus header display description text.
Description Column 2 + Header Title: An optional secondary field that displays visible information about row data for the selected table/view plus header display description text.
Description Column 3 + Header Title: An optional tertiary field that displays visible information about row data for the selected table/view plus header display description text.
A constraining field restricts the contents of one database field to those permitted by the selected value of another. A database field that is constrained forces users to select only meaningful data as defined by the relationships between the database field source tables/views.
Database fields also have the following:
Constraining Field
The field that constrains the current database field.
Constrained Column: The column from the current field's table that is restricted by the value of the code column of the Constraining Field. Click Constraining Column to bring up the Database Constraining Field window.
Current Database Field
Table Schema: Read Only The schema of the current database field table/view.
Table Name: Read Only The name of the table/view that the current database field sources information from.
Code Column: Read Only The index field that uniquely identifies row data for the current database field's table/view.
Description Column: Read Only The primary field that displays visible information about row data for the current database field's table/view.
Table Schema: Read Only The schema of the constraining database field table/view.
Table Name: Read Only The name of the table/view that the constraining database field sources information from.
Code Column: Read Only The index field that uniquely identifies row data for the constraining database field's table/view.
Description Column: Read Only The primary field that displays visible information about row data for the constraining database field's table/view.
Clicking Column in X constrained by Code column in Y will bring up the Database Fields window. Select the column in the current database field that will be restricted by the code column of the constraining database field. In most cases, this will be a column with the same name as the code column of the constraining database field.
Boolean fields allow users to store a "yes, no or uncertain" value. In Field Administration, set Field Type to "Boolean". Boolean fields also have the following:
Default Value: The default value for the field that will automatically appear in the Document Save window. Ticking this check box cycles the default value through "Yes/True", "No Default Value" and "No/False".
Keywords fields allows users to store one or more terms from a predefined list. Keywords fields also have the following:
Keyword: Enter keyword text in this box. Click the "+" button to add the keyword to the field and display it in the list. Select a keyword from the list and click "-" button to remove the keyword from the field and list. Click Import to browse to a text file. Each line of text in this file will be imported as a separate keyword for the current keyword field.
Library Groups are used to store related documents in a specified directory. Each library group is associated with a collection of fields, some defined as part of all library groups, some created and added in Radix DM Administration. All documents in this library group can store information for each of these fields.
Every library group has the following:
Name: The name of the library group as used within Radix DM Administration.
Description: The display description text for the library group as used within Radix DM Administration.
Base Path: The directory in which all documents for this library group will be saved. Click … to browse to a folder. In addition, the library group document path can be further refined by adding a single field as part of the base path. This field can be chosen in Field Detail and Selection. If this option is used, all documents in this library group will be saved in subfolders under the specified base path. For each document, the name of the subdirectory in which the document is saved is the value of the chosen field for that document. This base path can be changed once documents have been saved into the library group by clicking on the Change… button. It is critical to note that no files are actually moved during this process, these files will need to be moved from their original location before they can be previewed or edited.
Location: The location specified is used for a number of internal functions of Radix DM, most notably to determine the default base path for library groups with this location.
All fields in Radix DM are listed in this grid. Check any of the boxes to modify the status for the selected column, a checked column means that the condition is true for the current field and an unchecked column means the condition is false. Some of these columns are only visible by using the horizontal scroll bar on the grid.
Include: If this column is checked then the selected field is included in the current library group. A field must be included in the library group before any other statuses can be modified.
Base Path: If this column is checked then the value of the field is used as a subdirectory in the path to the document. Only one field in a library group can be made part of the base path, although it is not mandatory for a library group to have a base path field.
Mandatory: If this column is checked then the field must be given a value in the Document Save window before it can be saved.
Hidden on Save: If this column is checked then this field will not appear on the Document Save Window.
Hidden on Search: If this column is checked then this field will not appear on the Document Search window.
Hidden on Modify: If this column is checked then this field will not appear on the Document Modify window.
Read Only on Save: If this column is checked then this field will not be editable on the Document Save window.
Read Only on Modify: If this column is checked then this field will not be editable on the Document Modify window.
Save Field Order: Fields belonging to this library group can appear in any order on the Document Save windows. To change the default order, left click and drag the field to a new position in the list. If the library group has many fields not all may be visible; use the scroll bars to access the entire list.
All workgroups in Radix DM are listed in this grid. Click on Workgroup Access Level to modify permissions for the workgroup on the row you have selected. The various security permissions are:
"No Access": Users cannot save, read, delete or modify documents in this library group.
"Read Only": Users cannot save, delete or modify documents in this library group.
"Read + Save": Users cannot delete or modify documents in this library group.
"Read + Save + Modify": Users cannot delete documents in this library group.
"Full Access (R + S + M + D)": Users can perform all operations on this library group.
Remote Databases are used to create and verify connections to external data sources. These data sources are used by database fields to store information from these sources.
Every remote database has the following:
Name: The name of the field as used within Radix DM Administration.
Connection String: The text used to connect to the OLE DB or SQL Server database. This value can be manually entered, or click Build to bring up Datalink Properties window.
Provider: The means by which the connection accesses the database. For Microsoft Access databases, it is best to select "Microsoft Jet 4.0 OLE DB Provider". For SQL databases, it is best to select "SQL Native Client".
In Select or enter a database name enter the name of the Microsoft Access data file or browse to its location. If the database requires authentication, under Enter information to log on to the database enter values for User name and Password. Click Test Connection to verify the connection.
In Enter the data source and/or location of the data enter the name of the SQL Server that contains the database that this remote database will access. If the database requires authentication, under Enter information to log on to the server enter values for User name and Password, otherwise leave the radio button Use Windows NT Integrated security selected. In Enter the initial catalog to use, select the appropriate database from the list of those available on the selected SQL Server. Click Test Connection to verify the connection.
After closing the Datalink Properties window you will be prompted to confirm your connection string.
Click Test to verify the Connection String to the database.