Document Extra Lists are used to capture additional information about the content of various documents that is not held elsewhere in the system. Extra Lists allow you to sort, group and filter information in your database and make the information easier to work with and analyse.
A Document Extra List consists of a List Field and a number of associated values. You can define whether an extra list is to be available for assignments, contacts/clients, employees, documents or all. You can also define whether the field is mandatory (and must therefore be completed before the Create Document Wizard finishes).
Extra lists are displayed in all Create Document Wizard windows under the Profiling tab.
The system administrator usually maintains extra lists in Maintenance > Maintenance Map (AO) > User defined > Extra Lists.
To add a new document extra list
- Select Maintenance > Maintenance Map (AO) > Documents > Document Manager Setup. Document Manager Setup opens on the Welcome tab.
- Click the Document Extra Lists tab. The Document Extra Lists tab is displayed.
- In the first blank row immediately below the List Field column heading, enter the name of your new extra list.
- Decide the types of documents that will be included in the new category (for example, Assignment documents (AE), Contact documents, and so on) and select or deselect the checkboxes beneath the appropriate column headings.
- Select whether the category Is Mandatory, if required. This means that the extra list is a required or mandatory field and must be completed.
- Select a Data Type from the drop-down. Click the appropriate cell and a drop-down arrow will become available. Click the drop-down arrow and select an option from the list.
- Select a Default Value from the drop-down.
- Select whether or not to Allow Multiple. This means that you can allow team members to select one or more values on the lists.
- To proceed to the Document Extra Fields tab of the Document Manager Setup, lick Next. To save and close the Document Manager Setup click Finish.
To edit the settings for an existing extra list
You are able to change the existing settings for an extra list used for document profiling if you have administrator privileges.
- Select Maintenance > Maintenance Map (AO) > Documents > Document Manager Setup. Document Manager Setup opens on the Welcome tab.
Click the Document Extra Lists tab. The Document Extra Lists tab is displayed.
Select or deselect the checkboxes for the types of documents that will be included with each extra list (for example, Assignment (AE), Contact, Employee or Document).
Select or deselect the Is Mandatory checkbox, if required. This means that the extra list is a required or mandatory field and must be completed.
Select a different Data Type from the drop-down. Click the appropriate cell and a drop-down arrow will become available. Click the drop-down arrow and select an option from the list.
Select whether or not to Allow Multiple. This means that you can allow team members to select one or more values on the lists.
To proceed to the Document Extra Fields tab of the Document Manager Setup, click Next. To save and close the Document Manager Setup click Finish.
