Default Field Label (in alphabetical order) |
Description |
Comments |
Additional information about the document, if needed |
Description |
Description of the document |
Doc. Category |
Category grouping for the document See the note below this table about document category configuration. |
Document |
Document file, path or name details, depending on the selected Document Type as follows: |
Soft copy: Locate and select the file to upload or drag-and-drop the file. When uploaded, the file link will display in this field. Clicking the link will download the file. The entered value populates the Name field. • The maximum file size and allowed file types are set in System Preferences. • If antivirus scanning is enabled in System Preferences, the file will only be uploaded if it passes the scan. • If the field has been set as Essential for your institution, a file must be uploaded. • The system will allow you to upload a document with the same filename more than once so it may be useful to ensure that the filename is unique to distinguish it from others in the record. A unique identifier is automatically added to the Document Full Path (below) for an uploaded document to help distinguish between documents with the same name. |
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Path: Enter the full file path or URL. The entered value populates the Name field. • If the field has been set as Essential for your institution, a path must be entered. |
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Hard copy: Enter details as free-text. You may also want to specify a physical location here or in the Description field. The entered value populates the Name field. |
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Document Path |
Read only; only for Path Clickable link to the document via the file path URL, automatically populated from the Document field but can be edited |
Document Full Path |
Read only; only for Soft Copy Full document path populated from the Document field when the record is saved if the storage type for uploaded documents in System Preferences is File System A separate directory is created per soft-copy file, indicated by a unique ID added to the path in this field. This is designed to handle cases where multiple documents are uploaded with the same name but for different files or versions. If the storage type is Database the field will be blank. In this case, you can change the access to this field in page view configuration to Hidden so it is not displayed in the page. |
Document type * |
Mandatory Method used to store and access the document Select one of the following from the dropdown: • Soft Copy: An uploaded electronic file. The file will be stored in the database or on a designated file server depending on the System Preference settings. • Path: An electronic file path or URL to the document stored on a computer or network, such as a shared file server. • Hard Copy: Used to record documents not available electronically, such as letters and originals received in the post. Enter details about the physical location.
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Name * |
Mandatory Document name, automatically populated from the Document field but can be edited |
Restricted Access? |
Identifies whether this document should have restricted view access If Yes, the document will only be visible in the related item for users with the View Restricted Documents permission assigned to their role for the related item Page View. |
