Archive Data

Archive data determines where and how the document will be stored in the archive repository once transferred.  Once in an archive library, further processing can be performed by scripting.  Any of the archive data fields can be calculated with an expression, often using Data Field data, or simply be a fixed value.  It can also be empty, in which case a user will be able to edit the data in IDP Documents in the document editor.  To refer to data fields in an expression, use curly braces, such as {field.vendor_no$}-{field.invoice_no$} to combine two data fields named vendor_no and invoice_no.

Library indicates where the archive record will be stored.  It is a disk path normally pre-defined by an administrator in the Libraries window.

Document Type is a descriptive but concise name for the type of document.  Libraries may have a pre-defined list of types that are allowed in the library.  Examples are "Vendor Invoice" or "CustPO".

Document ID is a value that, along with Document Type, uniquely identifies the document in a library.  It is very often the same value that identifies this document in an ERP system, such as an invoice or purchase order number.  In cases where there are ERP screens that relate to this document, the a link can be formed between the ERP and UnForm versions of the document, so long as these ID values match.

Image Sub ID is the name under which this document file is stored within the document.  UnForm allows multiple files to be associated with a single Document ID, and this name determines how this document will be stored.

Document Title is a text value describing the document in the archive library.

Entity ID is sometimes used to link an external user to a document.  It is typically an identifier of a customer or vendor, like C100 or V999.  External users are given entity IDs as well, and the system enables such a user to view documents with the same Entity ID value.

Keywords is a list of short words or values that are indexed for an archive browser user to quickly locate documents.  Keyword values are items that would assist users in this way, such as customer/vendor IDs and names, document reference numbers, part numbers, total amounts, etc.

Category Indexes form nested indexing to assist users in navigating to particular documents using user-defined structures.  For example, you may want users to find documents by customer ID followed by customer PO number, or your own vendor ID followed by your own purchase order, or any number of other segmented structures.  Libraries can have suggested structures pre-defined.  Category structures are useful to provide intrinsic linking of documents.  For example, all documents related to a sales order can contain a category index made up of "Sales Order" followed by the sales order number.  When you view documents of that category, they will all appear together.