What are document types & how do they help?
Users can sometimes put documents in wrong folders, or add duplicate tags with different spellings. Also Folders and Tags are not very flexible in cases where a document needs to be categorized in multiple ways. Document Types are a superior method of organizing documents. Defining a document type lets you categorize documents based on their content, for eg: receipts, contracts, invoices, etc. You can also add custom indexing fields to every document type like date, amount, vendor name, payment method, etc. And also define the type of data that can be entered in each indexing field, for eg: date in the ‘date’ field, numerical data in the ‘amount’ field, text in the ‘vendor name’ field, and cash, cheque or card in the ‘payment method’ field.
How to modify a field in a document type?
Before you modify the fields of any document type, you need to ensure two things:
No other user is connected to the connection manager, while creating or modifying any document type
Only users with the permission to manage DB schema (Roles – Other Privileges – Manage DB Schema) can create or modify a document type
To modify the fields of a document type, go to the document type section in DB settings and select the type of document you want to modify. Once inside, you can add new fields or rename existing ones.
To add a new field, go to the fields tab, click on ‘Click here to add a new field’, and select the type of data that can be entered in that field.
Similarly to rename an existing field, you can simply click on the field’s name, and insert a new name for the field.
*Note* You can modify the field name, but you cannot modify the field type once it has been created. If you want to do that, you will need to delete the existing field type and create a new one.