Document records
Document records are index data attached at the document level and line level.
The display of the Document Indexes and Line Items panes can be toggled on and off with the Indexes button at the top of the document list toolbar.
Understanding Document Records
Document records can vary by data type, and each data type determines the type of metadata and format in which it is stored. For example, the text data type holds up to 255 characters in a single field that can be alphanumeric and contain symbols. No matter the data type, it is important to differentiate between document-level indexes and folder indexes.
Document and folder indexes
Document indexes, or document records, allow for multiple records per document, and aside from their variety of data types, support functions such as numeric, decimal, currency, boolean, and pick list formats. For a full explanation of formats, see Configure records in the Templates section of the PSIsafe Management Administrator Guide.
It is important to note that the indexing data attached to folders is completely separate from the indexing data attached to content within those folders. Document-level indexing data not only has the potential to be multi-record, as there are multiple records of indexing data attached to a single document, but the data types for those indexes are extensive, whereas folder indexes will remain limited in scope.
For example, a single invoice may have a specific set of unique values related to the invoice metadata, such as address, company account numbers, or vendor information. This same invoice may also have line item details in the form of item number, quantity, and price. The relationship between Document Indexes and Line Items is one-to-many, meaning this invoice has only a single invoice number (document indexes) while it may have many item numbers and prices displayed (line items). These two major types of document records, and each of their data types discussed below, give your organization the ability to record multiple types of information within each document record.
While multiple Line Item records can be added per document, only one set of Document Indexes can be applied to a single document.
The following table compares folder index data types and document index data types.
| Folder index data types | Document index and Line Item data types |
|---|---|
| Text | Text (255 max) |
| Numeric | Integer |
| Decimal | Currency |
| Currency | Date |
| Datetime | Boolean |
| AutoNumber | Decimal |
| Memo | |
| AutoNumber |
The formatting and syntax of your data type conforms to its chosen qualities. For example, the datetime and date Data Types both refer to a date style format, which can be masked to your localized version of date formatting as applicable, such as 10/10/2024 or 2024/10/10, and so on.
Document records can be edited once a document is selected within the Cabinets browser, or by using the Edit Document Data function. For more information, see Edit document data and records.