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Inventory Configuration

Configure

Click the Configure button to create the Document Inventory configuration or edit the existing Document Inventory configuration. The Inventories are added on this page.

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Add each Inventory Name, exactly as it is displayed in the appropriate column in the external database. Enter the Inventory in the Inventory Name text box. Click the Add button to add the Inventory to the list. Repeat until all the Inventories have been added to the list.

The items shown on the first screen of the Document Inventory Configuration are described in Table 115.

Table 115. Terminology: Document Inventory: Inventory Name

Term

Meaning

Add

Type in the Inventory Name into the Inventory Name text box and then click Add to add the Inventory to the list.

Select All

Select the Select All option to select all the Inventory Names in the list.

Deselect All

Select the Deselect All option to clear the selected Inventory Names.

Delete Selected

Click Delete Selected to delete the selected Inventory Name.

When all the required Inventories have been added, click Next to see the next screen of the Document Inventory Configuration.

Click OK to save the edits to the Document Inventory Configuration and return to the Search Template Editor.

Note: The OK button is active only when all the Document Inventory configuration options in the wizard have been completed.

Click Cancel to discard your Document Inventory changes and return to the Search Template Editor.

Define Business Entities

The second screen of the Document Inventory configuration is displayed.

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Click OK to save the edits to the Document Inventory Configuration and return to the Search Template Editor.

Note: The OK button is active only when all the Document Inventory Configuration options have been completed.

Click Cancel to discard your Document Inventory changes and return to the Search Template Editor.

Note: The Data Definitions which have been created to store the documents which will be part of the Document Inventory must contain a field for the primary business entity or a field for the secondary business entity. However, these Data Definitions must not contain fields for both the primary and secondary business entity, as this configuration is not supported.

General Mappings

The items shown on the General Mappings tab are described in Table 116.

Table 116. Terminology: Document Inventory: General Mappings

Term

Meaning

Create Inventories on (primary business entity)

This is the first item that will be used to search for document inventory items. This item must have a search field already created in the current Search Template which is of type Text or Whole Number or Custom Field Type Text or Whole Number. This field must be linked to one or more fields in Data Definitions which will be used to store documents used for Document Inventory. (See “Example: Banking” for an example explaining all the steps required for the Document Inventory configuration.)

Type in the name for the item you are searching for. For example, Account Number.

using

Select the Custom Field Type that is used to store the information you are searching for.

Note: The Search Field used for the business entities can be of Type Text or Whole Number, only. Therefore, only Text or Whole Number Search Fields are displayed in the drop-down list.

Use a related secondary business entity for Inventories

Select to enable you to configure a second item to search the external database for.

Secondary Inventory entity

Optional. This is the second item that will be used to search for document inventory items. When used, this item must have a search field already created in the current Search Template which is of type Text or Whole Number or Custom Field Type Text or Whole Number. This field must be linked to one or more fields in Data Definitions which will be used to store documents used for Document Inventory.

Type in the name for the item you are searching for. For example, Customer Number.

Note: This field is available when Use a related secondary business entity for Inventories is selected.

 

Select the Custom Field Type that is used to store the information you are searching for.

Note: This field is available when Use a related secondary business entity for Inventories is selected.

The Search Field used for the business entities can be of Type Text or Whole Number, only. Therefore, only Text or Whole Number Search Fields are displayed in the drop-down list.

Database containing relationship between business entity 1 and business entity 2.

An external database is used to link the first and second grouping and, if required, to provide additional information that cannot be found withing DataStoreDSX. The external database defines the Inventory Name. Therefore, if there is one business entity only, an external database is still required.

Select the database from the drop-down list.

Table or view defining relationship

The external database holds the data in a table or view. Select the table or view from the drop-down list.

Column identifying ‘item 1’.

The first business entity (defined above) must be linked to a column in the external database. Select the column name from the drop-down list.

Column identifying ‘Item 2’.

The secondary business entity (if used) must be linked to a column in the external database. Select the column name from the drop-down list.

Field Mappings

The Field Mappings section configures the link between the Inventory Name lookup field and a column in the external database and links between Information fields and columns in the external database.

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The items shown on the General Mappings tab are described in Table 117.

Table 117. Terminology: Document Inventory: Field Mappings

Term

Meaning

Add Field Mapping

Click to add a new mapping between a Search Assistant and column in the external database which provides additional information, not available in DataStoreDSX.

Inventory Name Lookup Field

The first field mapping is always between a Search Template Search Assistant field and the column in the external database which identifies the Inventory. This must always be mapped. For example, if the Document Inventory returns documents required when opening various types of bank account, the Inventory Name column in the external database would identify whether the data was for a current account, a savings account or a mortgage account.

Select the search assistant field from the drop-down list which will be used to identify the Inventory Name.

External Column

Select the column name from the external database.

Search Field

Select a search assistant field in the current Search Template which will be used to display additional information from the external database.

Select the search assistant field from the drop-down list which will be used to display the additional information.

External Column

Select the column name from the external database.

 

When you have completed the General Mappings and the Field mappings configuration, click OK.

Delete Configuration

Click Delete Configuration to delete the Document Inventory configuration.

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