Adding a Document Type
Adding a document type is one step in the process of archiving reports.
To add a document type
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On the Navigation Tree, click Report Warehouse, then click Document Management and select Document Types.
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Click on the Document Types page. The Document Type page appears.
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Modify the following settings:
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Document Type Name: Enter a unique name of for the new document type.
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Description: Optionally, enter a description of the new document type.
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Character encoding: Select the character set encoding for the current document type (for example, ASCII). If you select the Default value then character encoding specified for the index model will be used.
NOTE: Changing this value after reports have been filed will not change their input encoding. In order to correctly file reports with an incorrect encoding, you need to delete the existing incorrect reports by a maintenance task, and re-file the original reports into Monarch Server.
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Exclude this Document Type from searches: Select this box to make the document type unavailable for client viewing. Typically, this is used in conjunction with a separate pre-mined document type. The hidden document type will only be used as a data-join source in Dynamic View. This is a user-search setting and may be changed without effect to stored documents.
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Allow searches by document dates: In some cases, document dates for user searching may be defined by an index field (e.g. Report Date or Run Date). In this case the document date fields are redundant and may be hidden. Document dates are still stored and are valid for maintenance operations. This is a user-search setting and may be changed without effect to stored documents.
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Request filter before initial Table/Summary view: In case of reports with a large number of data rows, it may be more efficient to request the user to set view options before the data is displayed. The default action is to display the data before allowing the user to set view parameters. This is a user-search setting and may be changed without effect to stored documents.
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Assign preceding values to documents not containing append/page values: When defining a document type to break the report into logical sections (documents), it is expected that each document will contain at least one case of each defined index field. However, there may be cases where an index value occurs only in the beginning of a report or at certain points that are prior to the document breaking point. In this case, a document can be assigned the preceding value, if it does not contain the value.
NOTE: Changing this value will not change indexes for previously filed reports. A Re-index maintenance task is required to update indexes for previously stored documents.
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Document Group: Select one document group for the document type to be a member of. Changing this value will associate all reports of this document type to the current document groups assignment.
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Storage Group: Select from the list a storage group for the document type. If you change it, filed reports will remain in the previously defined storage group, while new filings will be stored in the newly defined storage group. Changing a storage group assignment does not affect the ability to search for, or retrieve reports in multiple storage groups.
NOTE: Storage groups with no associated storage volumes are not included in the list.
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Document State Group: Select one document state group for the document type. Changing this value will associate all reports of this document type to the current document state group assignment.
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Index Model Name: Specify the name for an index model. Click the Index Models button on the right to display the list of existing index models. Specifying an index model is necessary for defining document break conditions.
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Premining Model Name: Specify the name of a premining model. Click the Premining Models button on the right to display the list of existing models. Defining a premining model is necessary, if you want to use a premining scheme for the filing process.
NOTE: For the model, the field names Def_DocId, Def_FileId, Def_PageNo, and Def_LineNo are reserved for Monarch Server use. If these field names exist in the model already, they will be renamed with the addition of an underscore as a suffix. Alternatively, the field names can be changed by editing the model.
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Choose Indexed Fields: This button allows you to select indexes for a premining model. This is an advanced function included for potential performance reasons only. It is recommended that no pre-mine column indexes be selected initially. This button is enabled only when you add a document type. Changing pre-mine indexes after document type definition is accomplished via Maintenance Tasks/Processes.
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Available Report Models: Contains available report models you can select from.
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Assigned Report Models: Contains report models you select from the available ones. To assign a report model to the document type, drag it from the left pane to the right pane. To de-assign a report model from the document type, drag it to the left pane.
NOTE: To break a report into smaller documents, you need to identify a break field for it. The system uses the break field to divide the report into documents. The division is logical only, because the report remains stored as one file. For example, you may choose the Customer field as the break field for an invoice report. Therefore, every time the system encounters a change in the Customer field (which you may have mapped to a Customer Name keyword type), a new document begins. Use the following fields to specify document break fields.
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Break Pages at (based on either # lines or the model's Page Header): Specify document break fields. You may select one of the following options from the list:
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Top of current page: If you select this value, the system breaks the report at the top of the page, on which the break value occurs.
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Break On Line and Line # (Line # being an offset value): If you select this option, Monarch Server breaks the report on the line where the field break value occurs. The Line # field allows you to specify where you want the document breaks to occur in relation to the break field. For example, if your report is a list of sales by state, you might want to break out a new document whenever a new state is encountered. To do so, you would choose the Break On Line option, enter a value of 0 in the Line # field (a value of 0 means that there is no offset), select Value Change from the Break files/reports into Documents sections when list, then select State from the list of fields. Whenever a change in the state is encountered in the report, a new document is broken out and a new state becomes the first line of that document.
NOTE: Negative values are not permitted in the Line # field.
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Break files/reports into Documents sections when: Select one of the following options from the list:
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Always: Select this option if you want a new document to begin whenever the break field is encountered regardless of whether there has been a change in its value. For example, if you specify the Customer break field and the report contains three invoices for the same customer, then the report will be broken into three documents, even though the customer on each invoice is the same.
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Never: Select this option if you don't want the report to be broken into separate documents. You might select this option if the report contains a small amount of information that doesn't need to be broken into documents (for example, an invoice report that contains only one invoice).
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Value Change: Select this option if you want a new document to begin whenever the break field value changes. For example, if you specify the Customer break field, and the report contains one invoice for three different customers, then the report will be broken into three documents, one for each customer.
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Page header rows: Optionally, specify in this field the number of page header lines that will be inserted in Document Search views, when the Document Break does not occur at the beginning of a printed page. The field is enabled only when Break On Line is selected. This setting does not alter the source report and may be changed without effect to filed reports. The display effect is in Document Search views only. Set this value to 0, if the header is not required.
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Available Index Fields: Select an index to assign to the current document type from the list.
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Monarch Indexes: Select a corresponding Monarch index (keyword type) for the current document type.
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Add To Map: Click this button to add a selected index field and a corresponding keyword type to the map list. It allows mapping an index field with a corresponding Monarch index (keyword type).
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Add To Map Hidden: The same as Add To Map, except that the hidden index field will not be available to users in Simple and Advanced Searches. This feature can be used to add indexes to document types that are used to define security keywords, but are not visible to users.
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Auto Map: Click this button to automatically map all available indexes to Monarch indexes (keyword types).
NOTE: Before mapping indexes you should select the Index Model and add indexes to the Assigned Indexes box on the Document Type page.
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Map List: Displays the list of index fields and corresponding Monarch indexes (keyword types). To remove a mapped entry (a pair — an index field with a Monarch index) from the map list, click .
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Auto Name: Allows you to set document names based on any combination of indexes and document identifiers. Click the AutoName button to open the Auto-Name dialog box that automatically creates an auto-name format.
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Report Name: Allows you to set report names based on any combination of indexes and document identifiers. Click the ReportName button to open the Report-Name dialog box that automatically creates a report-name format (in the same way as Auto Name).
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Document Date: Set the document date to display:
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Last write time: Select to use the Last Modified date of file properties as a Document Date.
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Index value: Select to map a date type field to Document Date. From the enabled list of the date type index fields available in the defined index model, select the field you want to use the date from.
NOTE: If the selected date type index field doesn't exist in report, Last write time is used as a Document Date. If the selected date type index field contains more than one value, the first field value is used as a Document Date.
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Save: Saves a document type.
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Clear: Clears all the boxes.
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Cancel: Cancels the operation.
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Duplicate: Opens the Copy Document Type dialog box, where you can select a document type. All boxes will be filled with values of the selected document type. You can make the necessary changes.
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Fill in the boxes of the page and click Save. The system saves the new document type to the database and displays the updated Document Types page, if the operation is completed successfully.
NOTE: You can specify other settings for a document type, including access rights to users, templates, report instances, report security rules, views available in the document search results page, PDF print settings and digital signature for a document type. The corresponding tabs appear on the Document Type page after you save a new document type and open it for editing.
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