Working with User Defined Lists (UDLs)

User Defined Lists allow for customization of Document Capture and help to ensure consistent and accurate entry of values: avoiding errors such as typos, or accidental variances in Indexing, and speeding up data entry by using a selection instead of typing. In addition, more than one Index field may be associated with the same UDL in the same or different Applications so that the same list of values can be used in associated Index fields. Using common UDL values is also a powerful way to compare and search Documents.

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UDLs provide valuable benefits in indexing efficiency and consistency; however, there are certain requirements that must be observed. UDLs and UDL values:

• can only be altered through the editing features by a User with the required UDL administrative permissions to protect the integrity of UDL definition.
• must be carefully created and maintained since the values selected from UDLs are stored as data in the DocuPhase database.
• should not be changed or deleted as this can prevent Documents (already Indexed using original values) from being accessed or found during a search. If such a change is absolutely necessary, there are specific steps which must be followed (as described below).

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In DocuPhase, an Index is similar to a label found on a traditional paper file folder tab. Indexes also provide a varied selection of formatting such as text entries of certain lengths, date formats (presenting a calendar for date selection, numeric, decimal, and some are based on a drop down (created from UDLs as described above). Indexes give you the freedom to easily customize the DocuPhase Platform with language and terminology specific to your business.

Additionally, Indexes (fields):

• help Users find the Documents they’re looking for by enabling fast and precise searching. The storage and retrieval of Documents within DocuPhase relies on Indexes, much the same way as traditional cabinets and folders rely on proper labels to locate information, but in a much slower and less-flexible way than DocuPhase.
• describe a Document's type and status, as well as other information used by all components in the DocuPhase Platform.
• can be customized or System Indexes.
• may include certain fields that must be completed prior to Document capture (i.e., required fields).

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System-assigned Index fields are automatically contained within every Application. These Index fields contain values used by the DocuPhase Repository to track events and changes in the status of Documents in DocuPhase. You can specify which (if any) System Index fields are included in Search criteria. Click on the System option in the list of Indexes of any Application to display a list of the selected subset of the available System Index fields.

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Index Label	Description
Pages (From)	Allows you to search for a Document with a specific range (number) of pages.   EXAMPLE If you know a Document you need is definitely more than 1 page, but probably not more than 4, you can search for a page (range) hereby entering 2 to 4, to find all Documents in the selected Application that contain at least 2 and no more than 4 pages.
CreatedBy	You can use this Index to search for the name of the User who originally submitted the Document to DocuPhase.
CreateDate	Search for Documents by the date within a range of dates during which it was submitted to DocuPhase.
ModifiedBy	You can use this Index to search by the name of the User who most recently edited (modified) a Document.   NOTE In order for a Document to be considered as "modified", it must be opened and edited/changed; simply accessing a Document, without changing it, is not considered a modification.
ModifiedDate	Search for Documents modified within a range of dates.   NOTE In order for a Document to be considered as "modified", it must be openED and edited/changed; simply accessing a Document, without changing it, is not considered a modification.
BatchID	Every time a Document (or set of Documents) is Captured (submitted) into DocuPhase, the transaction processed by the system is tagged with a unique Batch ID code. You can use this identifier to search for a Document within the Repository.   NOTE Every Document has both an Object ID and a Batch ID. An Object ID is unique to a specific Document; each Document having its own Object ID; while a Batch ID is assigned to a Document or a group of Documents submitted in a group of one or more. EXAMPLE If four Documents are submitted together, they all have the same Batch ID, but individual Object IDs. If only a single Document is submitted, it will have both unique Batch and Object IDs.
IsForm	This Index allows you to search specifically for Documents that are Forms (True) or not Forms (False). If no option is set in this field, both form and non-form Documents are returned in the search based on other criteria specified.
Object Status	In this case, "object" is the same as Document. This Index allows you to select a designated status to include in the search criteria for a Document.
Checked Out by User	Provides a drop-down list of Users who have permissions to check out a specific Document; you can search if you know the person who last checked out a Document.   EXAMPLE If you know that Susan checked out a particular Document, you can select her name from the list to display a list of Documents Susan has checked out (depending upon any other criteria you set).
Records Per Page	Use this option to set the number of results per page you want displayed for any search results.
Notes	You can use this field to add notes to any Document you are Indexing. Any note that has been added in this field can be reviewed from the Search Results page. Tell me more...

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These Indexes are set up when an Application is created for/by your organization. They can be as varied as the Applications within your system.

There are five common/recommended Indexes used for any Document (or variations of these):

Status	Format
Doc Type	This is created as a UDL - with a list of Documents used in the corresponding Application   EXAMPLES Check I9 Invoice Job Application Purchase Order Offer Letter
Process Status (Location)	This is best as a UDL. These differ based upon Application, but can indicate any sort of status that relates Documents to any sort of process (i.e., it lets you know where Documents exist within the processes set up by/for your organization).   EXAMPLES Canceled Denied New Paid Pending Reviewed
Date	You can enter or select a date from a Calendar. Show me...   EXAMPLES Closed Date Completion Date Hire Date Invoice Date Payment Date
Name	This is generally a text field into which you can enter the name of an entity.   EXAMPLES Company Name Vendor Name Application Name Contact Name Customer Name
Unique Identifier	A text or numerical Index field is usually the format of this kind of field. However, either way, it's a way to give a Document it's own, unique identifier.   EXAMPLES Purchase Order Number Invoice Number Social Security Number ID Number Customer Number NOTE This may be an uneditable, system-generated field set up by/for your organization.

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When a Document is uploaded into the Repository, it must be "Indexed" so that it can later be found when needed. Indexing is the process of adding data to Index fields: making it possible to search for and find specific Documents or sets of Documents.

Once properly Indexed, a Document or file may be submitted for capture to the DocuPhase Platform for storage, management, and protection.

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Documents in the DocuPhasesystem ALWAYS have 2 types of statuses: Object and Process as described below.

Object Status Descriptions

The Object Status is automatically assigned by the system, but can be changed in various places if permissions are in place. These are generally one of several statuses:

Status		Indicates that...
E	Entered	the Document "searchable" (i.e., can be found in a search). NOTE This is the default status.
P	Pending	auto-Indexing was attempted by the system, but now requires human intervention (i.e., an exception or error has occurred during the auto-Indexing process).
I	Inbox	the Document has been routed to an individual's inbox.   NOTE This status is not commonly used in more current DocuPhase solutions, and is not available when Progression/Workflows are in use; it is only used by DocuPhase for Document Management purposes.
X	Deleted	the Document that has been "soft-deleted." Tell me more...
C	Corrupt	the Document is somehow corrupt.   NOTE This status is only used when DocuPhase xTractor is in use.
Y	Source Copy	the original copy of a large, multi-page file that hasbeen separated into smaller sections.
A	Xtractor	the Document that is awaiting processing by using DocuPhase xTractor.   NOTE This status is only used when xTractor is in use.
R	Data Exchange	The related Document has been routed to Data Exchange.   NOTE This status is only used when Data Exchange is in use.

Process Status Descriptions

The Process Status of a Document depends on the Application to which it belongs. Each Application has its own set of Process Statuses. These statuses are applied to a Document as it moves through the DocuPhase Document Management system. The Process Statuses available in an Application depend upon the way the system is being used and has been configured for/by your organization.

UDLs (User Defined Lists) allow you to set up pre-defined drop-down lists to be used as Indexes in Applications.

In the Add List field, on the User Defined Lists screen:

1)  Enter the name for the new UDL.

2)  Click to display the details fields.

In the Add Item field:

3)  Enter an item to be shown in the drop-down.

4)  Click to display the new items in the List Items... list.

Repeat steps 4 and 5 above until you have added all the items to the list.

Once all items have been added:

5)  Use the following to change the order in which you want the items to appear in the drop-down list.

• Move up/Move Down to move the highlighted item(s) up or down within the list.
• Sort Ascending/Descending to change the order of the entire list.

6)  Click to complete and save the UDL: making it available from the Add/Edit Application screens.

Repeat steps 1 through 7 above for every UDL you want to add.

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Using extreme caution (see warnings below), you can make changes to, or delete, User Defined Lists.

In the List of existing UDLs, on the User Defined Lists screen:

1)  Find and click on the UDL you want to edit or delete to display the corresponding details.

2)  Make changes as needed: making sure to observe the WARNINGS! noted above:

• Add an item to the list.
• Delete an item from the list by highlighting it, then clicking .
• Change/Correct an item by first adding a new UDL with changed/corrected wording, then deleting the original UDL.
• Delete the entire UDL by clicking to display a confirmation prompt, then deleting the entire list.

If you have made changes to the list itself:

3)  Click to complete and save the changes.

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