Choosing Individual Fields

You can assign individual fields to an entry (document or folder) in the Fields tab of the Metadata dialog box, or in the Fields tab of the Metadata Pane in the document viewer. Any field to which you have access can be applied to a document individually, either alongside a template or on its own. A field may be part of one or more templates and still be applied individually. In general, individual fields are useful for information that is important to a document but that does not belong in a specific template.

You can assign as many fields to an entry as you want; unlike templates, you are not restricted to one at a time. Once they have been applied, these fields can be viewed and modified like any other field. You can also remove individually-applied fields without affecting the information stored in the template or in any other fields.

If a field has already been assigned to a document as part of a template, it cannot also be assigned individually. In addition, a field applied separately from a template will only be saved on the document if a value has been stored in the field. Any individual field without a value will be removed from the document when it is saved.

Example: An Invoices template is applied to all invoices in the repository. Occasionally, you also need to set a priority on invoices to allow them to be routed specially. Because this situation is rare, you do not want to add this field to the Invoices template. Instead, when a special invoice is being processed, you assign it the Priority field alongside the Invoices template. When a user opens the document, both the Invoices template (complete with all its fields) and the Priority field will be displayed.

To assign a field to an entry

  1. Open the Metadata dialog box or Metadata Pane for any entry.
  2. Select the Fields tab.
  3. Click Add/Remove Fields. This will open the Choose Fields dialog box.
  4. Select the fields you want to apply to the document, or clear fields that you want to remove from the document.
  5. Click OK to close the Choose Fields dialog box.
  6. Type values for your selected fields. (Individual fields will not be saved unless they have a value.)
  7. If you are working in the Metadata dialog box, click OK to save your changes. If you are working in the Metadata Pane of the document viewer, save the document to save your changes.

To assign a field to an entry

  1. Open the Metadata dialog box or Metadata Pane for any entry.
  2. Select the Fields tab.
  3. Click Add/Remove Fields. The list of available fields will be displayed, with fields already applied to the document at the top.
  4. Select the fields you want to apply to the document, or clear fields that you want to remove from the document.

    Note: Fields that are part of the document's template will be selected and grayed out. They can only be removed by removing the template.

  5. Click Apply.
  6. Type values for your selected fields. (Individual fields will not be saved unless they have a value.)
  7. If you are working in the Metadata dialog box, click Save to save your changes. If you are working in the Metadata Pane of the document viewer, save the document to save your changes.

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