Setting Field Defaults

Help Page > Admin > Process > Setting Field Defaults

Use the Fields options to define how to manage the values or content for individual fields throughout the system. This means, DocStar determines ahead of time if a field should accept only specific values, such as dates, integers, or text. You can also create additional fields to further customize how information is handled. By pre-determining this information, you control how DocStar processes content when it is captured.

To add a new field:

  1. From the Admin tab > Process area, select Fields.
  2. In the Fields area from the Select a Field box, select New.
  3. In the Name field, enter the name of the field you want to add.
    Note: Certain words are saved, or reserved, for other functions within DocStar and cannot be used in field names. such as, Date, DocType, FileType, None, or Type. 
  4. In the Type field, use the drop down to select the kind of field you are adding.
  5. Click Save.

The field name will be added to the Select a Field box.

To edit a field:

  1. From the Admin tab > Process area, select Fields.
  2. In the Fields area from the Select a Field box, select the field you want to edit.
  3. Adjust the remaining fields, as needed, to change the parameters.
    Field Description
    Name The name assigned to the field. Certain field names are reserved. 
    Type The kind of field data or value the field uses, such as decimal or text.
    Not Indexed Indicates if the field will be indexed in the database. This means the field values can be used for a search.
    Display Format For decimal or numbered-value fields, indicate how you want the numbers to display, such as C2 – Currency, 2 decimal places.
    Regex Requirement Use the Regex fields to define regular expression parameters. consult your system administrator before using these fields. For more information about how Regex works, see https://regexr.com.
    Regex Failure Message
    Formula For math fields, such as LineSubTotal, apply a real-time formula to do additional math tasks. See Using Real-Time Formulas below.
  4. Click Save.

Using Real-Time Formulas

New in Release 18.2

The Real-Time Formulas allow for formula calculations to take place immediately while using the document or workflow. For example, if a user changes the extended cost column value, the system automatically recalculates and displays the new value immediately.

Note: You can apply formulas only to numbered fields: decimals, integers, and long numbers.

To add a formula:

  1. From the Admin tab > Process area, select Fields.
  2. Find and select the field to which you want to apply a formula.
  3. In the right hand pane, the Formula field displays.
  4. Add or edit the formula and click Save.

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