Field types (metadata) in active folders

Field Types

When creating Advanced Folder and Workflow folder you also create fields that you can add information that describes documents (metadata)

On the summary page, the fields are sorted and grouped . This gives you a better overview of the contents of the folder.

Types of fields you can create are:

Plain text Field allows all characters and numbers . One can define whether you want a limit on the number of characters you can enter and the long texts can be wrapped on the entry view.
Number The field allows only numbers
Date The field allows only dates
List

In this field you can

  • Add multiple values ​​(one value per line) that act as a selection list when creating new entry. Selecting multiple values is supported.
  • Tick off Add descriptions in order to add both a code value and an accompanying description.

In both cases it is possible to paste codes (and descriptions), e.g. from Excel.

Member list In this field you can retrieve members and groups from the room's member list . One can allow multiple values
Autonumber Field provides automatic number when creating new entry. As an example: 000 , the number at the first entry will be 001
Rich text

In this field you can add formatted text and links.

Common to all fields is that you can add:

  • Description - you can enter the type of information that should be added to the field. The description appears when creating new entries and add information to the fields
  • Output Value - the value you add to this field will be automatically added to the field when creating new entry and can be overwritten
  • Required - if you check this box, the field must be filled in when creating new entry.
  • Hide the list and entry view - if you check this box the field will not appear in the list on summary page or inside details about the entry

You always have to create an entry title in all Advanced and Workflow folders. This is done by selecting the star to the left of the field name in the folder settings.

Entry title is the name of the entry which will show on export, search and so on.

 

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