Name

Enter a name for the Data Definition to make it easily identifiable.
Maximum 100 characters.

ID

Once a Data Definition has been saved, the ID displays a unique identification string for the Data Definition which is automatically generated by the application.
The ID cannot be edited.

Category

A Data Definition can be assigned to one Category. Categories are assigned Access Controls which simplifies the process of assigning Access Controls to Data Definitions.

Assign the Data Definition to the Category to which you have assigned the required Access Controls. See "Categories" for information about creating Categories.

To assign a Category to the current Data Definition, click the … button and select a Category from the Category Picker.

When a Data Definition is assigned to a Category which is nested inside another Category, the Categories are listed with the top-level Category first, then the separator | followed by the next level Category and so on until the Category to which the Data Definition belongs is listed. For example, when the Category is: Top-level | Level One | Level Two the Data Definition is assigned to Category Level Two which is in the Category Level One which belongs to the category Top-Level.

To remove a Data Definition from a Category, click the Clear button. None is displayed.

Created

Once a Data Definition has been saved, Created shows the date and time the Data Definition was saved for the first time.
The Created date and time cannot be edited.

Last Modified

Shows the date and time the Data Definition was most recently saved.
The Last modified date and time cannot be edited.

Store Content for Full Text Searching

When this box is selected, any data you index will also run through the full-text crawler. The crawler takes every word from the data you are indexing and stores it separately in the database. This data is then used when searching to search the actual content of the data rather than just the configured index fields. This provides a search-engine type ability on the data but also requires the extra storage overhead of storing every word in the database.

Note: This functionality is available for text files, PDF files and for supported graphics and Microsoft Office files.

Input Text Encoding Type

This option sets the Content Field Configuration encoding type. There are three options to choose from:

• DataStoreDSX Standard text data (UTF-8) (Default setting).
• DS32 Legacy text data (Windows-1252).
• DS32 Legacy Arabic text (Windows-1256).

Document Type

Assign a Document Type to all documents indexed with the current Data Definition. The Document Type can be:

• Do not specify a document – no value is assigned to the Document Type field.
• Use a specific value – Enter the value for the Document Type in the text box.
• Use the Data Definition name – The name of the Current Data Definition is assigned as the Document Type.
• Use an index field to provide the document type – When selected, all Index fields which have been created in the current Data Definition of type Text and Index Level Document are listed. Select the field you want to use and click OK.

Note: If there are no fields listed when this option is selected, there are no Index fields of type Text and Index Level Document. Create the Index field, making sure the type is Text (and Index Level is Document) and then, when you return to this screen, the Index field will be listed.

Document Type and Document Date fields can be used on stored Document-level fields only. You will be unable to save a Data Definition if a Document Type or Document Date field is set to Page-level or if the Index field has the Is Stored option cleared.

Document Date

Assign a Document Date to all documents indexed with the current Data Definition. The Document Date can be:

Do not specify a document date – no value is assigned to the Document Date field.

Use an index field to provide the document date – When selected, all Index fields which have been created in the current Data Definition of type Date and Time and Index Level is set to Document and all audit fields of type Date and Time are listed. Select the field you want to use and click OK.

Note: Document Type and Document Date fields can be used on stored Document-level fields only. You will be unable to save a Data Definition if a Document Type or Document Date field is set to Page-level or if the Index field has the Is Stored option cleared.

Allow Document Versioning

This option is used to turn Document Versioning on or off.

When selected, Document Versioning is enabled, enabling users with the Store new document version access control to use the Check Out and Check In buttons in Searching Client, view the document History and edit documents using the WebDAV file explorer (depending on configuration).

For a new Data Definition, Allow Document Versioning is cleared by default. Allow Document Versioning can be selected when:

• The Data Definition does not have Document Boundaries configured.

and

• The Data Definition does not contain Transaction Fields.

 and

• If the Data Definition has Document Boundaries configured, the option Store each document in a separate file is selected.

When Allow Document Versioning is cleared, the Default Acceptance State (see below) is set to Published and cannot be changed.
When Allow Document Versioning is selected, the Default Acceptance State (see below) can be set.

Default Acceptance State

The Default Acceptance State is used with Document Versioning and Document Routing. This sets the state a document (which is indexed and stored with this Data Definition) is moved to by default. The Default Acceptance State can be selected from one of the following system states:

Draft
In Review
Published
Rejected

Default Acceptance State can be set only when Allow Document Versioning (see above) is selected.

Note: When the Default Acceptance State is set to a state which is not used in the Document Route, DataStoreDSX will use the Stored state as the Default Acceptance State