Administering Fields

Define the fields from your DMS that you want to use in the vetting toolkit at the Administer Fields page. You then have access to these fields when adding vetting rules, which determine the documents that will be included and excluded from a collection.

The following fields are included by default:

iManage, eDOCS DM, and SharePoint: application type, created date, document name, document author, document number, last doc modified date, version
iManage and eDOCS DM: client ID, client name, document abstract, document type, matter ID, matter name
iManage and SharePoint: document size

A field that you add must be

connected to the document master table (iManage)
connected to the profile table (eDOCS DM)
a crawled property that is mapped to a managed property (SharePoint)

To access the Administer Fields page, click Administer Fields in the left frame. (You must have administrator rights to access this page.)

Adding a Field
Checking Fields
Editing a Field
Deleting a Field

Adding a Field

To add a field,

Select your DMS from the DMS Type drop-down list.
Under Add Field, do the following:

Field Name (required): Type a name for the field (e.g., SubDocument Type).

Field Type (required): Select the type of information contained in the field—text, date, or numeric. This selection determines the type of search control that is displayed for the field when adding a vetting rule. For example, Date results in a "less than/greater than or equal to" search control.

DMS Field Map (required): Type the name of the field as it is known in your DMS.

For iManage and eDOCS DM, type the name of the field in databaseowner.tablename.fieldname format, for example,

MHGROUP.DOCMASTER.SUBCLASS_ALIAS
For Sharepoint, type the name of the managed property.

DMS Description Field Map: If a description field exists for the DMS field map and you want to display the description value for the field in toolkit test results, type the name of the field as it is known in your DMS.

For iManage and eDOCS DM, type the name of the field in databaseowner.tablename.fieldname format, for example,

MHGROUP.DOCSUBCLASSES.CLASSDESCRIPT
For Sharepoint, type the name of the managed property.

DMS Field Join (iManage and eDOCS DM only): If you want a look-up feature for the field to be available when adding a vetting rule, specify how the child table is joined to the parent table, for example,

LEFT OUTER JOIN MHGROUP.DOCSUBCLASSES ON MHGROUP.DOCMASTER.SUBCLASS_ALIAS = MHGROUP.DOCSUBCLASSES.SUBCLASS_ALIAS

Note: If you don't specify a field join, values corresponding to the DMS field map, not the DMS description field map, must be entered for field criteria when adding a vetting rule.

Note: For Interwoven, fields from the document master table must have the MHGROUP.DOCMASTER portion of the field entered in upper case.

Note: An outer join, not an inner join, is required whenever the field in question might not have data. With an outer join, if the field is not part of rule criteria, the vetting process ignores it. With an inner join, only documents that have a value in the field will be returned, even if the field is not part of the vetting criteria.

Lookup Query (iManage and eDOCS DM only): If you want to display multiple fields from your DMS as columns in the FieldLookup dialog box that is used when defining field criteria for a vetting rule, then enter a SELECT DISTINCT statement that includes the fields you want as columns. Use a format such as this:

select distinct databaseowner.tablename.fieldname1 as FieldKey,
databaseowner.tablename.fieldname2 as 'Parent',
databaseowner.tablename.fieldname3 as 'Value' from databaseowner.tablename
order by 'Parent', 'Value'

FieldKey is required and needs to be tied to the system ID for the child field. You can use any meaningful text for Parent and Value. The ORDER BY statement determines the order of items displayed in the FieldLookup dialog box.

For example,

SELECT MHGROUP.DOCCLASSES.C_ALIAS,
MHGROUP.DOCSUBCLASSES.SUBCLASS_ALIAS AS FieldKey,
MHGROUP.DOCCLASSES.CLASSDESCRIPT AS 'Document Type',
MHGROUP.DOCSUBCLASSES.CLASSDESCRIPT AS 'SubDocument Type'
FROM MHGROUP.DOCCLASSES
INNER JOIN
MHGROUP.DOCSUBCLASSES ON MHGROUP.DOCCLASSES.C_ALIAS =
MHGROUP.DOCSUBCLASSES.C_ALIAS
ORDER BY 'Document Type', 'SubDocument Type'

Note: If you don't specify a lookup query, then the field defined for DMS Field Map will be displayed in the FieldLookup dialog box.

Note: In general, the lookup query does not join to the document master table (Interwoven) or profile table (DOCS Open/DM). Join these tables only if the desired result is to see only those values in the FieldLookup dialog box that are associated with actual documents in the library.

Note: Typically an inner join, not an outer join, is used for the lookup query. In the above example, an inner join ensures that only subdocument types that relate to document types are retrieved. (An outer join would retrieve all subdocument types, even if they don't relate to document types.)

Search Type: If you selected Text as the field type, select how you would like the text to be searched for this field when you add a vetting rule—contains, equals, starts with, or ends with.

Click Add Field.

The field is added to the Saved Fields table.

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Checking Fields

To verify the DMS field mappings on a server, select a server from the Check Fields text box and click GO. The result (Success or Failure) is displayed to the right of the GO button. A failure indicates that fields are invalid or the server connection failed.

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Editing a Field

To edit a field, click Edit next to the field listing in the Saved Fields table. Make your changes in the Add Field form at the top of the page and click Save.

For instance, you may want to edit the Document Type field to add a lookup query, for example,

SELECT C_ALIAS AS FieldKey,
CLASSDESCRIPT AS 'Document Type'
FROM MHGROUP.DOCCLASSES
ORDER BY 'Document Type'

Note: You cannot edit the Document Number field.

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Deleting a Field

To delete a field, click Delete next to the field listing in the Saved Fields table. At the confirmation prompt, click OK.

Note: You cannot delete default fields and fields being used by a vetting rule.

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