Create and Maintain Fields

As a system administrator, you can use the TRANSFLO® Administration Tool to create and administer fields that you can associate with each Document Class. Once Fields are defined, they are available to their respective Document Classes. This feature adds flexibility to administering Fields and configuring Document Classes.

After you define your document classes, define the fields that will be available to each respective document class.

To create or edit fields for each Document Class:

  1. Select a company and a Document Class if you have not already done so.

  2. Below the Document Class node in the menu tree, click Fields.

  3. In the Total Fields for this Document Class drop down list, enter or select the number of fields that you want to create, and then click the Apply button.

    A line for each field definition appears below the Total Fields for this Document Class drop down list.

  4. For the first field definition, type the desired name in the Name field.

    Important! Ensure that none of your fields are named ID. The field name ID is reserved by the TRANSFLO® Server. Naming a field ID will cause unexpected behavior, when Capture is run in process specific mode.

    The following field names are reserved by TRANSFLO® Gateway. If you are running Gateway, do not use these names for document class fields:

    • Default Group
    • Scan Date
    • Image Path
    • Security Index
    • Import Date
    • Source
    • Source Date
    • Import Info
    • Index Date
    • Transflo ID

     

  5. If you are using an external image repository (such as Gauss) enter the corresponding external repository field name in the External Name field.

    If you leave this field blank, TRANSFLO® will save the field name as the External Field name.

  6. Expand the Data Type drop-down list and click one of the following data types for this field definition:

    • Integer
    • Long Integer
    • Decimal
    • Currency
    • String

  7. In the Field Length field, enter the number of characters that this field should have.

    Note: If a Field’s maximum length has been reduced and there is data in the Field that is larger than the new maximum length, Exception Manager will display an error message (“String or binary data would be truncated. The statement has been terminated.”)

    This will not affect changes you make to the batch.

  8. (Optional) Expand the Usage Type drop-down list and select one of the following usage types for this field definition:

    • Batch Name

    • Cash Received Datetime

    • Docubase Group

    • Docubase Security

    • Document Key

    • Document Type

    • Invoice Create Datetime

    • Load Delivery Datetime

    • Payroll Datetime

    • String

    Notes:

    • Only one field can be defined as the Document Type for each Document Class.

    • Each Document Class can have only one field defined as its associated Batch Name.

    • Fields with a Usage Type of Batch Name cannot be of data type Integer. Values stored in Fields with a Usage Type of Batch Name cannot be NULL.

  9. (Optional) In the Mask box, type the character mask to be used if you want to force data to be entered in a predefined format.

    The available masks are listed in the table below:

    Character/String Description
    #

    Digit placeholder. Character must be numeric (0-9) and entry is required.
    .

    Decimal placeholder. The actual character used is the one specified as the decimal placeholder by the system's international settings. This character is treated as a literal for masking purposes.
    ,

    Thousands separator. The actual character used is the one specified as the thousands separator by the system's international settings. This character is treated as a literal for masking purposes.
    :

    Time separator. The actual character used is the one specified as the time separator by the system's international settings. This character is treated as a literal for masking purposes.
    /

    Date separator. The actual character used is the one specified as the date separator by the system's international settings. This character is treated as a literal for masking purposes.
    \

    Treat the next character in the mask string as a literal.

    This allows you to include the '#', '&', 'A', and '?' as well as other characters with special meanings in the mask.

    This character is treated as a literal for masking purposes.
    &

    Character placeholder.

    Valid values for this placeholder are ANSI characters in the following ranges: 32-126 and 128-255 (keyboard and foreign symbol characters).
    >

    Convert all the characters that follow to uppercase.
    <

    Convert all the characters that follow to lowercase.
    A

    Alphanumeric character placeholder. For example: a-z, A-Z, or 0-9. Character entry is required.
    a

    Alphanumeric character placeholder. For example: a-z, A-Z, or 0-9. Character entry is not required.
    9

    Digit placeholder. Character must be numeric (0-9) but entry is not required.
    ,

    Minus sign when followed by a number section defined by series of 'n's (like in "-nn,nnn.nn") indicates that negative numbers are allowed. When not followed by a series of 'n's, it's taken as a literal. Minus sign will only be shown when the number is actually negative.
    +

    Plus sign when followed by a number section defined by series of 'n's (like in "-nn,nnn.nn") indicates that negative numbers are allowed. However, it differs from '-' in the respect that it will always show a '+' or a '-' sign depending on whether the number is positive or negative.
    C

    Character or space placeholder. Character entry is not required. This operates exactly like the '&' placeholder, and ensures compatibility with Microsoft Access.
    ?

    Letter placeholder. For example: a-z or A-Z. Character entry is not required.
    n

    Digit placeholder. A group of n's can be used to create a numeric section where numbers are entered from right to left. Character must be numeric (0-9) but entry is not required.
    <

    Convert all the characters that follow to lowercase.
    mm, dd, yy

    Combination of these three special tokens can be used to define a date mask. mm for month, dd for day, yy for two digit year and yyyy for four digit year.

    Examples: mm/dd/yyyy, yyyy/mm/dd, mm/yy.
    hh, mm, ss, tt

    Combination of these three special tokens can be used to define a time mask. hh for hour, mm for minute, ss for second, and tt for AP/PM.

    Examples: hh:mm, hh:mm tt, hh:mm:ss.
    {date}

    {date} token is a place holder for short date input.

    The date mask is derived using the underlying culture settings.
    {time}

    {time} token is a place holder for short time input. Short time typically does not include the seconds portion. The time mask is derived using the underlying culture settings.
    {longtime}

    {longtime} token is a place holder for long time input. Long time typically includes the seconds portion. The long time mask is derived using the underlying culture settings.
    {double:i.f:c}

    {double:i.f:c} is a place holder for a mask that allows floating point input where i and f in i.f specify the number of digits in the integer and fraction portions respectively. The :C portion of the mask is optional and it specifies that the inputting of the value should be done continuous across fraction and integer portions.

    For example, with :Cin the mask, in order to enter 12.34 the user types in “1234”. Notice that the decimal separator character is missing. This alleviates the user from having to type in the decimal separator.
    {double:-i.f:c}

    Same as {double:i.f:c} except this allows negative numbers.
    {currency:i.f:c}

    Same as {double:i.f:c} except the mask is constructed based on currency formatting information of the underlying format provider or the culture. It typically has the currency symbol and also displays the group characters.
    {currency:-i.f:c}

    Same as {currency:i.f:c} except this allows negative numbers.
    Literal

    All other symbols are displayed as literals; that is, they appear as themselves.

    You can also escape the mask with {LOC} character sequence to indicate that symbols in the following table should be mapped to the associated symbols in the underlying culture settings.

  10. If you want to be able to use field values as search criteria (such as for a generating reports), select the Search Report Field check box.

  11. If this field should be listed with the available OMR fields when running the Express Index Accuracy report in TRANSFLO® Management Reports, select the OMR check box.

  12. To make this field search-able across Document Classes, select the Cross Class Search check box.

    If you select the Cross Class Search check box, there must be an identical field to this one in each of the other Document Classes.

  13. (Optional) Click the Advanced button to complete the field definition.

    The definition expands with a second line of attributes that can be defined for the field.

    Note: The actual field name in the database is automatically entered in the Database Name field using the convention, fd_<name> where <name> is the name that you specified for the field in step 4.

  14. (Optional) Expand the Style drop down list and click the name of the desired field style.

    The available field styles are DropDown, TextBox, and ComboBox.

    The default and most commonly used style is TextBox.

  15. (Optional) In the Default Value box, type a default value for this field.

    The default value can be overridden by other programs or the data entry user.

  16. (Optional) If MOD 10 validation should be enforced, select the Mod 10 Check check box.

  17. (Optional) A range of allowable numeric values can be specified by entering the lower limit and upper limit of the range.

    To do this, type the lower limit of the range in the Lower Value field and the upper limit of the range in the Upper Value field.

    Note: Lower Value and Upper Value limits should only be specified for Fields that are of data type “Integer”, “Long Integer”, “Decimal”, and “Currency”. If the Data Type is set to “String,” you may get an error message that states “Field ID is greater than the maximum value” when in fact this is not the case.

  18. (Optional) Both a minimum and a maximum limit can be imposed on the number of allowable characters entered for a field. The default value for each box is 0, meaning that no limit is set, except for the length that was entered in the Field Length box.

    1. To require a minimum number of characters, enter the number in the Minimum Length field.

    2. To set a maximum number of characters, enter the number in the Maximum Length field.

  19. Repeat the above steps for each additional field definition that you want to add until all fields have been defined for the document class.

  20. Click the Save button to save your new Fields.

    Click the Cancel button to discard your new Fields.

    Note: A Field can be permanently deleted by clicking its corresponding Delete button.

Once Fields are created, the default display order of these fields must be determined.

To change the Field display order:

  1. Below the Fields node in the menu tree, click the Field Order node.

    The fields are listed in the Fields box in the order that you created them.

  1. To move a field to a different place in the order, select it, and then click the up or down arrow buttons to the right of the box.

    Example: You might want to move Driver Code next to Driver Name.

  1. Click Save.