Date and time will restrict users so that they can select or key in a valid date format. When an owner configures the Date Time index field type, the standard screen will be presented to the user.
When the date and time index field is presented to the user on the Document ID Card, it looks like the following:
Date Time Index Field View
Dynamic Drop Down
Dynamic drop down index fields are provided to the user so that they can only select from a certain list of items in the list. The user cannot do any data entry or add their own entries unless they have access to the data source. The drop down list for this index field is populated from a database type data source. This data source may be data pulled from within VisualVault (User List, Form Data, Project List, etc.) or from outside of VisualVault (Vendor list from an ERP or CRM system, list of products, list of customers, etc.). The following is an example of the configuration screen for the Dynamic Drop Down index field type.
Dynamic Drop Down List Configuration View
The following items discuss each of the Advanced Option fields from the Dynamic Drop Down List Index field type:
Connection - Connection that has been configured in the Database Connection Admin.
Query - Query that is part of a database connection in the Database Connection Admin.
Value Field - available columns in the selected query.
Preview - sample of the results that will be shown in the drop down list.
The drop down list is presented to the user as follows:
Dynamic Drop Down List View
The Drop-Down List is a fixed list of choices that can be configured through the Drop Down Lists administration tool. When this control is selected the user will have a list of possible lists they can use. The user can preview the results of the list as well in the Preview field to insure the list has what the user wants to see. The following is the configuration screen for this index field:
Drop-Down List View
The user is presented with a drop down list that represents this control when looking at the Document ID Card.
Multi-Line Text Box
The Multi-Line Text Box allows users to key in multi lines of characters when metadata is placed in this index field.
A user is presented with a Multi-Line Text Box on the Document ID Card in the following manner:
Multi-Line Text Box View
The numeric index field type will only allow users to key in a series of numbers. If a user tries to key in any other type of character the screen will not enter the information or display it.
When the Numeric index field is displayed to the user it is shown in the following manner:
Numeric Index Field View
The Text Box allows users to key in a line of characters when metadata is placed in this index field.
The user will be presented with a Text Box Index field in the following way:
Text Box Index Field View
Note: The difference between a Numeric and Text Box index field is that a numeric index field already contains a numeric zero.
User Drop Down List
The User Drop Down list is an index field that lists all the users or groups of users. The following is the configuration screen:
The following is the index field as configured:
User Drop Down Index Field
Administrators setup new index fields by completing the following steps:
- Hover your mouse over the icon in the upper right hand corner of VisualVault.
- Select Control Panel.
- Select the Administration Tools tab.
- Select Index Fields.
- Select New Index Field button.
- Configure required fields and select Save.
Note: Index field properties such as name, description, or required can be changed centrally in Index Field Management. The type of index field cannot be modified. When creating index fields, allowed characters include alphanumeric characters, Hyphens, slashes, spaces, commas, and the @ symbol.
This action will copy a parent folders index fields to all the subfolders of a parent folder. Owners or VaultAccess users can copy these index fields to all the subfolders of a parent folder as long as the user has access to the subfolders. To copy the index fields to all subfolders:
- Right click on the parent folder that you want to copy index fields from to the subfolders.
- Select Index Fields
- Select Copy Index Fields to all Subfolders.
The results of this action will add index fields to the subfolders. Existing index fields will not be removed from subfolders. The user will be notified that the action completed successfully. If the index fields could not be copied to subfolders where the user did not have rights, this information will also be contained in the message.